1. Purpose of our privacy statement
- Under the General Data Protection Regulation, we are required to explain to you why we are asking for this information about you, how we intend to use the information you provide and whether we will share this with anyone else.
2. Who are we?
- We are IKE Supported Housing Limited. Our address is Office 4, 14 Harry Brearley House, 6 Fox Valley Way, Stocksbridge, Sheffield, S36 2AE.
3. Our data protection officer
- Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
- If you have any concerns or questions about our use of your personal data, you can contact our Data Protection Officer by writing to The Data Protection Officer, Office 4, 14 Harry Brearley House, 6 Fox Valley Way, Stocksbridge, Sheffield, S36 2AE or emailing firstname.lastname@example.org.
4. Why are we collecting your information?
- We will use information provided to us in order to assess the suitability of your services for our tenants needs.
- The information that is used at application stage is the information provided to us:
- on an application form
- on other supplementary information forms if needed;
- during initial meetings with us;
- by telephone; and
- in your electronic and written communications.
- Should you become a client of ours, we will use your personal information to provide you with personalised services in relation to:
- communicate with you;
- risk management; and
- payment of invoices / services provided.
5. What information are we collecting?
- Whilst in contract with us for a service / Lease etc, we will collect the following information:
- contact details, eg. Name, address, telephone numbers, email addresses;
- financial details eg. banking details.
6. What we are going to do with your information
- Your information will be stored and used by us in accordance with this privacy statement and also in accordance with your rights under the General Data Protection Regulation.
- The information provided to us will be used for the following purposes:
- it will be collected and used by us fairly and openly for the purpose of contracts to provide a service to IKE or for IKE to have an agreement with you for other reasons
7. What is the legal basis for using your information?
- In accordance with the data protection laws, we need a “legal basis” for collecting and using information about you. There are a variety of different legal bases for processing personal data which are set out in the data protection laws.
- The lawful bases on which we rely in order to use the information which we collect about you to at application stage and should you become a client of ours are:
- using special categories of information about your health, personal life and any care or support needs you may have is necessary in relation to providing health or social care;
- using your information in this way is necessary for us to take steps at your request prior to entering into a contract and to perform the contract between us;
- you have provided explicit consent to our use of your information. There is a limited amount of special category information that we use on the basis of your consent. We will inform you prior to collecting or processing your information based on consent and keep a record of your consent;
- using your information is necessary for us to comply with a legal obligation to which we are subject; and
- it is necessary to use that information to protect someone’s vital interests (which will usually be a ‘life or death’ situation).
8. Sharing your information
Tenants / Service Providers
- It may be necessary to share information about you with our tenants and service providers in order to provide you with the services in accordance with the contract between us. We will only share information about you with the tenants and service providers which is relevant and necessary to address your companies needs. The tenants and service providers shall be contractually required to ensure that they adhere to the security requirements imposed by the General Data Protection Regulation.
- Our tenants and service providers will not share your information with any other parties and will only be able to use the information when your are completing work / providing a service on behalf of us.
Regulators and other legal obligations
- We may also be required to share your information with our regulators who are permitted access to this information by law and with other organisations where we have a legal obligation to share the information with them. For example, the Regulator of Social Housing and HMRC.
- We may from time to time share your information with other organisations, such as:
- organisations with a function of auditing and/ or administering public funds for the purpose of detection and prevention of fraud; and
- local authority teams such as social services, environmental health, council tax departments and benefit agencies.
9. Transferring your information abroad
- We will not transfer the information you provide to us outside of the European Economic Area.
10. Security of your information
- The information that you provide will be uploaded, stored securely on our systems and kept in your file in a locked cabinet whilst you are a client. Our security measures and procedures reflect the seriousness with which we approach security and the value we attach to your information.
- Only relevant members of staff will access the information you provide to us.
11. Can we use your information for any other purpose?
- In limited circumstances, we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
12. Storing your information and deleting it
- We will hold your information securely during the period of our relationship and for a set period afterwards in line with legal requirements, best practice and any follow up that may be necessary.
- The exact periods that we hold your information for will depend on the type of information, as set out in our retention schedule.
- Once the relevant set period set out in our retention schedule has come to an end, unless there is another identifiable reason for which it necessary to hold on to your information, we will delete your information.
13. Your rights
- In relation to the information which we hold about you, you are entitled to:
- ask us for access to the information;
- ask us to rectify the information where it is inaccurate or is incomplete;
- ask us to erase the information that is used on the basis of your consent and take steps to ask others who we have shared your information with to also erase it;
- ask us to limit what we do with your information;
- object to our use of your information and ask us to stop that use; and
- instruct us to provide you with the information we hold about you in a structured and commonly used format or transmit that information directly to another organisation (for example, if you want the information to be sent to another housing provider or support provider).
- Our obligations to comply with the above rights are subject to certain exemptions.
- Where we are using your information because you have provided your consent to that use, you are entitled to withdraw your consent at any time. The lawfulness of our use of your information before consent was withdrawn is not affected.
- To exercise any of the rights referred to above, you should contact our Data Protection Officer by writing to The Data Protection Officer, Office 4, 14 Harry Brearley House, 6 Fox Valley Way, Stocksbridge, Sheffield, S36 2AE or emailing email@example.com.
- You also have the right to complain to the Information Commissioner’s Office (the “ICO”) if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.