Selwood Housing is registered as a data controller under the Data Protection Act as we collect and process personal information about you.
We collect information from a number of sources. This can include your letters and emails, our telephone conversations or any forms you fill in. It can also come from any meetings we may have had with you. We may also receive information from third parties if you have agreed they can share information with us or where the Data Protection Act allows them to share information.
The type of information we hold about you will include personal information such as:
We may also hold information that the Data Protection Act defines as sensitive information. For example, you may have provided us with information relating to your health, ethnicity or religion.
We collect information about you, in order to:
We have installed CCTV at our Bryer Ash offices to help ensure the safety of staff and members of the public and to prevent and detect crime. We will only release CCTV images for these purposes. Images will not be used for entertainment purposes.
You have the right to see CCTV images of yourself and be provided with a copy of those images. We have put up signs advising you that CCTV is in place and who to contact for further information.
As the information we hold about you can be personal and sensitive, it is very important that it is both accurate and protected against accidental loss or unauthorised use. It must only be kept for as long as is necessary and destroyed securely when it is no longer needed.
If staff misuse your information, or fail to look after it appropriately, we will treat it as a disciplinary matter.
We have policies on data protection, IT security and document retention that set out how we will look after your information.
We will only share information if one of the following applies:
The information that we share is usually personal, rather than sensitive, data. It is not possible to list every circumstance in which we share data but those outlined here are the most common.
We may need to pass your information to our contractors or other organisations that provide services for us. This includes companies that we ask to carry out research on our behalf. These providers must keep your details secure and use them only for the purpose for which they are being supplied.
As part of our governance structure we have a scrutiny panel and a team of customer service inspectors that report into our leadership team and board of directors. These are groups of tenants that monitor the work we do and help ensure that the services we provide offer value for money. To do this they may need access to tenants’ and customers’ personal data although this will only be made available where it is absolutely necessary for them to be able to carry out their role. All members of the scrutiny panel and customer service inspectors receive training on data protection and have to sign an agreement to confirm that they have understood what they need to do to ensure that personal data is kept confidential.
Personal data will be shared with local authorities to help process housing benefit claims and ensure their records are kept up to date. They may also request other information from us to ensure that Council Tax is being charged correctly.
We may provide information to the Police to assist in the prevention and detection of crime and the apprehension and prosecution of offenders. We may also pass information to other third parties to help prevent and detect fraud and other crime.
Selwood Housing takes part in a project to ensure that public money is being spent appropriately. This is called the National Fraud Initiative. Information we hold about you is given to the Audit Commission and this information is matched with data held by other housing associations and public bodies such as district and county councils, unitary authorities, the Police and NHS trusts. The aim is to identify fraud and our participation will help in the prevention and detection of fraud against us.
We may provide your name and address to utility companies to ensure that bills are being charged to the correct people.
We may pass information to social services, the Police or health and care professionals to help prevent harm to you or another individual. Where there is a risk of harm to our contractors or other companies working on our behalf, we may share information with them to help ensure their safety.
At no time will your information be passed to organisations for marketing or sales purposes or for any commercial use without your prior consent.
You have the right to ask Selwood Housing to stop processing your personal data. However, this may cause delays or prevent us delivering a service to you. We may also be required to process or share certain information to meet a legal obligation.
You are entitled to ask for access to any information that we hold about you and a copy of that information. The request must be made in writing and we will provide it within 40 calendar days. However, there may be circumstances in which we cannot provide details of the information we hold about you. This could be in cases where the detection of crime or the health and safety of staff and other individuals would be put at risk by providing the information.
We always try to ensure that any information we hold about you is correct. However, there may be occasions when you find the information we hold is no longer accurate and you have the right to have this corrected. You can help us keep your information up to date by letting us know if any of your details change.
Please contact customer services on 01225 715715 to exercise any of these rights or if you have a complaint about how your information has been used.
Selwood Housing's registration as a Data Controller is in the Public Register of Data Controllers, which can be found on the Information Commissioner's website www.ico.org.uk
Further guidance and information on the Data Protection Act can also be found on the Information Commissioner's website.
You may also contact Selwood Housing's Data Protection Officer at:
Selwood Housing, Bryer Ash Business Park, Bradford Road, Trowbridge, BA14 8RT
Telephone 01225 715715 or email firstname.lastname@example.org