Privacy notice

Introduction

This privacy notice relates to the Selwood Housing Group and outlines what information we hold about you and how we collect and use your personal data. This privacy notice is applicable to all tenants, customers, employees, board members, consultants and all users of the Selwood Housing Group services.

Depending on who you are and your relationship with us, we may hold different information about you and use it in different ways. We publish more specific information for:

• tenants and people that live in our houses; and
• people that work for us.

Tenant privacy notice
Employee privacy notice

If you fall into one of these categories, you can click on the link above to take you to the relevant details. You can also click through the links below to take you to parts of this general policy you are interested in.

• About us and our contact details
• What information we collect
• How we collect, use and share personal data
• Why we collect personal data and the legal basis for processing
• How long we retain personal data
• Where the data is kept
• Automated processing
• Your rights

We also use cookies on our website, which you can find out about by visiting our cookie policy.

Selwood Housing Group will review and update this privacy notice to reflect any changes in how we operate and make use of personal data. It is important to ensure that you read this privacy notice carefully along with all other information we give you to confirm how we collect and use your personal data.

This privacy notice does not form part of your tenancy agreement or employment contract. This privacy notice was last updated on 29th May 2020.

About us and our contact details

The Selwood Housing Group is based in Trowbridge, Wiltshire and includes a group of companies working together to improve homes and communities.

Selwood Housing Group is a data controller registered with the ICO (Information Commissioner's Office) (Registration Number Z6454476). Selwood Housing Group is a not-for-profit housing association with over 6,500 homes for rent at affordable prices in Wiltshire, Somerset and Bath and North East Somerset. We also offer shared ownership, and other schemes to provide a wide variety of homes for people living in our communities.

Cottsbury Homes is a data controller registered with the ICO (Registration Number ZA327122). Cottsbury Homes is wholly owned by Selwood Housing Group and develops and sells homes at market value.

Selwood Devco is a subsidiary of Selwood Housing Group and is a construction company that contracts with builders and consultants. Selwood Devco does not handle or process personal data and therefore there is no requirement to be registered with the ICO.

Our Group head office is located at:

Bryer Ash Business Park, Bradford Road, Trowbridge, Wiltshire, BA14 8RT.
Telephone 01225 715 715.

Our data protection officer can be contacted on email: dataprotection@selwoodhousing.com

What information we collect

Personal data means any information relating to a living person. Depending on who you are and your relationship with us, we may hold different information about you and use it in different ways.

The two core groups of people we hold information about are:

• People that currently live in one of our homes, (or who would like to live in one of our homes or have been a former tenant of ours); and
• People that work for us.

If you fall into one of these categories, you can click on the link above to take you to the relevant details. If you do not fall into one of those categories or have a specific question about how we handle your information, please contact dataprotection@selwoodhousing.com .

How we collect, use and share personal data

More specific information for people living in our homes, and staff, about how their information is used is set out in the specific privacy notices for each group.

We also maintain records about our buildings which may include some personal data (for instance, if we have installed a new boiler at a property which includes a warranty, this may include information about when it was installed and the tenant who was living in the property at the time).

We record telephone calls and utilise CCTV at our offices and at some of our housing, so as to create records of facts, to ascertain and demonstrate compliance with legal, regulatory and internal requirements, to prevent and detect crime, and to establish, exercise and defend legal rights.

We may also hold information about our contractors and suppliers, other organisations we work with, and their employees as part of our business relationship with them.

In some instances, you may provide personal details about someone else (including, for instance, details of an emergency contact and next of kin and details of other household members). In this case, please tell them their personal data will be shared with Selwood Housing Group and the details of what you are sharing. Please give them our contact details and let them know that they should contact us if they have any queries about how we will use their personal data.

Why we collect personal data and the legal basis for processing

The lawful basis for processing personal data is normally because we want or need to use the information:

• For the performance of a contract – for instance our tenancy agreements or employment contracts.
• In our legitimate interests – for instance in ensuring Selwood provides efficient and effective services.
• As a result of a legal obligation – for instance our obligations as an employer or under health and safety legislation, or to meet the requirements of our regulators, such as the Regulator of Social Housing.

Some of our activities will use personal data in the public interest – for instance in relation to crime prevention or detection or safeguarding activities.

We may make use of certain data which is more sensitive (“special category data”). Where we make use of this, our legal basis for doing so is normally:

• As part of exercising our functions under housing or employment law;
• To prevent or detect unlawful acts;
• To establish exercise or defend our legal rights or to comply with legal obligations we are under;
• As part of our safeguarding obligations; or
• For equalities monitoring purposes.

How long we retain personal data

Personal data collected by Selwood Housing Group is kept in line with our Data Retention Schedule. Specific data retention periods will depend on the type of personal data and the purposes for processing the data. Factors which affect how long personal data is held include relevance to possible future claims, and applicable legal, accounting, reporting, finance and regulatory requirements.

For more details on our Data Retention Schedule, please contact us at dataprotection@selwoodhousing.com.

Where the data is kept

We store data in the UK, mainly on our internal systems and in our offices. We may make use of certain online services which means your data will transfer internationally as part of the delivery of that service.

Automated processing

We do not generally undertake “automated processing”, which means handling your data or making decisions without any human involvement.

Your rights

Under data protection law you have a number of legal rights as it relates to your personal data held by us. The rights available to you will depend on our reason for processing your information.

The rights that may be available to you include the following:

• Your right to a subject access request: This always applies. You can ask us for more information about how we use your personal data and receive a copy of personal data we hold about you. The best way to make a subject access request is to email dataprotection@selwoodhousing.co.uk.

If you make a request, we will normally aim to respond within one month. Because this right can be wide ranging, we have found that if you can be specific about what information you are interested in obtaining (for instance, if you are only interested in information about a specific time period) you are more likely to get what you are interested in more quickly.

In responding to your subject access request, we will normally ask you to confirm your identity, typically by providing a copy of a passport or driving licence. If we do hold information about you, we will also provide you with a description of the data and provide you with a copy of the requested personal data in a legible form or a commonly used electronic form.

• Rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right here.
• Your right to erasure: You have the right to ask us to consider erasing your personal information in certain circumstances. You can read more about this right here.
• Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here.
• Your right to object to processing: You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can read more about this right here.
• Your right to data portability: This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can read more about this right here.

If you would like to exercise any of the above rights, please contact us. The best way to do this is by writing to:

Data Protection, c/o Group Head of ICT, Bryer Ash Business Park, Bradford Road, Trowbridge, Wiltshire, BA14 8RT.
Email: dataprotection@selwoodhousing.com.

You may make a complaint to the Information Commissioner's Office about how we process and collect your data. You can do so by contacting their office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone 03031 231 113 or 01625 545 745. www.ico.org.uk