Our Privacy Policy

Registered Office: Sewell House, Belmont Road, WINSCOMBE, Somerset, BS25 1LQ

T: (01934) 843746 W: https:/www.sewellhouse.org.uk E: admin.sewell@btconnect.com

Privacy Policy of Sidcot Friends Housing Society Ltd

Introduction

Sidcot Friends Housing Society Ltd is committed to all aspects of data protection and takes its duties seriously under GDPR legislation.

This privacy policy is designed to help you understand what information we collect, why we collect it and how you can update, manage and delete your information.

The Society’s Board is responsible for the implementation of this policy. If you have any queries, please direct them to the Chair, Sewell House, Belmont Road, Winscombe, BS25 1LQ.

Data Protection overview

GDPR describes how organisations must handle and store personal data. To comply with the law, personal information must be stored safely, processed fairly and not disclosed unlawfully.

Further information can be found at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/

Personal data that you provide to us

If you contact us to request information on the accommodation we offer, we may store the contact details that you provide, such as name, address, email address and telephone number. If you request to go on our waiting list for a flat, then these details will be stored securely.

If you contact us to request a package of information regarding an employment vacancy, we may store the contact details that you provide, such as name, address, email address, telephone number.

Information provided by others

This does not apply.

Information we collect or create during your participation in activities

If you have applied for a position within Sewell House, and are invited for interview, then information about you will be obtained from your referees and notes will be taken during the interview. These will be stored under the basis of legitimate interest.

Purposes for which we use and process your information and the legal basis for doing so

If you have requested information to be sent to you, we will use your contact details so you can receive that information, under the basis of consent. Any request for information on flats will be retained, with your consent, so that we can send you further information if and when it becomes available. If you request to go on our waiting list, this information will automatically be sent to you.

Any information collected or created during an application for employment will be collected under the basis of legitimate interest.

Sharing of your information

We will never share your data with anyone else without your consent. None of the data we process is transferred outside of the EEA.

Using our websites

A cookie is a small text file that is downloaded onto ‘terminal equipment’ (eg a computer or smartphone) when a user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions.

Our website is sewellhouse.org.uk . It will be/has been set up to seek the consent of users to the use of cookies.

Our site stores the IP address of users who visit it, along with some technical data including operating system, browser and screen resolution being used. This is stored in the server logs and is standard for all Apache Web servers. This allows us to identify attempts to gain unauthorised access to data on our servers. We can't identify you from an IP address ourselves, but the authorities can identify a device used by issuing your ISP with a court order.

How long we keep your data

We only keep personal data as long as necessary and for the purposes it was collected.

Any request for information on flats is logged and kept securely as long as you give your consent. Please notify us when you wish your name to be removed from our list. This also applies to our waiting list.

If you have applied for a job vacancy and are unsuccessful, we will write to you and let you know, offering you the option to keep your details on file. If you do not give your consent, your details will be kept until six months after the post has been filled, after which your file will be destroyed.

Managing and updating your information – your rights

You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of the information we hold, please write to the Company Secretary at the address above.

We want to ensure that your information is correct and up to date, so you are also entitled to ask us to update or remove information which you think is inaccurate.

You have the right to request that we remove your information from our records, or stop using it for particular purposes. We will do this wherever possible unless:

• It would prevent us providing a service to you and you still wish to receive the service

• Where we have a legal obligation to retain the information

• Where you have outstanding balances to be paid

• Other technical reasons that do not allow us to remove your data entirely

Where our purpose for processing the information is done under the legal basis of legitimate interest you have an automatic right to opt out of your data being used for that purpose. Where a purpose is permitted through consent you have the right to either give or remove your consent at any time.

If you wish to register a complaint about how your data is being processed please contact the Company Secretary at the above address in the first instance.

Keeping your personal data safe

We take the security of your data very seriously and employ several technical and organisational measures to protect your data from being accidentally lost, altered, or accessed in an unauthorised way.

We take steps to ensure data is stored securely and restrict the distribution and display of your data to that which is only absolutely necessary and use data minimisation and pseudonymisation where appropriate.

Data that is no longer required is destroyed securely in a way that means the data cannot be retrieved.

Changes to the Policy

We review and update our policies regularly and any update to this policy will be made available on our website.

Effective May 2018