We need to collect, record and process information about you in order to support you. This information may contain personal and special category data.
Personal data is information that can be used to identify you. This may include your name, date of birth, address, etc.
Special category data is sensitive information related to your ethnicity, political opinions, religious beliefs, trade union membership, health, sexuality or sex life, offences and/or convictions. It may also include images recorded on CCTV systems.
We may also use this data for statistical purposes, without identifying you, to make sure our services are fair, easy to access and meet funding requirements.
Our Privacy Notice explains how we manage your information and your rights. You can also request a copy of this from your support worker.
How we store information
We have a legal obligation to keep records while you are in our care. These records must be kept secure, private and up to date.
The records we keep include:
- Personal information form
- Support risk and management plan
- Incident reports
- Progress notes
These documents are stored in our shared electronic data management systems. These can only be accessed by colleagues who are working with you. Paper records may also kept and stored securely by the service.
We only keep your personal data as long as needed for the purposes of providing support and accommodation. When we are no longer providing you with a service, we will delete the records unless there is a special reason for keeping them.
We have a number of policies which explain how we will handle and store your information. These include:
- Data Protection Policy
- Client Privacy Notice
- CCTV Policy
You can ask for a copy of these policies at any time.
How we share information about you
In some special circumstances we must give our information about you without asking you first. These circumstances may include:
- If you are at risk of hurting yourself
- If you are at risk of hurting someone else
- If someone is hurting or taking advantage of you
We may also need to share information about you with organisations including:
- Health and medical professionals e.g. doctor, nurse, health visitor
- Recovery services
- Police
- Probation / Youth Offending Team
- Training, education and employment organisation
- Charitable organisations e.g. for applying for grants
- Other Horton Housing colleagues
- Contractors carrying our repairs or other works
- Friends and family.
Wherever possible, we will ask your permission before we share this information.
How we use CCTV
We use CCTV in communal areas in order to support the safeguarding, protection and wellbeing of our tenants. These record images only, not sound.
We have signs showing where we have CCTV. There is no CCTV in bathrooms, toilets or bedrooms.
How we use your photograph
We will take your photograph when you become a tenant to confirm your identity. This is to make sure all our staff know who you are and that we only let people into the building who should be there.
We may need to use your photograph if we make a missing person’s report to the Police. The Police may then decide to use this photograph in the media (including social media) if they feel it is necessary.
We may also want to take photographs of you engaging in activities for marketing purposes. We will always ask your permission, explain how these will be used, and ask you to fill out a photo consent form.
If you are not happy with how we use your personal information
If you are unhappy about how we have handled your personal information, please speak to your support worker.
If you have a complaint about the way we handle your personal information, please follow our complaints procedure at Making A Complaint – Horton Housing.
We have a Data Compliance Manager who can be contacted by email datacompliance@hortonhousing.co.uk or by ringing our Head Office number on 01274 370689.
You also have the right to complain to the Information Commissioner’s Office (ICO).
Next page: If you are unhappy about accommodation or support