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:
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.
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.
The Selwood Housing Group is based in Trowbridge, Wiltshire and includes a group of companies working together to improve homes and communities.
The Group is made up of Selwood Housing, Silcoa Limited, Cottsbury Homes Limited and Selwood Devco.
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.
Silcoa Limited is a data controller registered with the ICO (Registration Number ZA107249). Silcoa is our repairs and improvement company. It is a social enterprise wholly owned by Selwood Housing Group.
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: email@example.com
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:
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 firstname.lastname@example.org .
If our staff or contractors have had close contact with you and they develop symptoms associated with coronavirus, they may pass on your details in accordance with the Government's 'test and trace' programme. You can find out details of this on the government website.
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.
The lawful basis for processing personal data is normally because we want or need to use the information:
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:
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 email@example.com.
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.
We do not generally undertake "automated processing", which means handling your data or making decisions without any human involvement.
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:
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.
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.
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