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Privacy

POLICY IN BRIEF

Bushbury Hill EMB are committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.

We will never sell your personal data and if we share your personal data, it will only ever be with our partner organisations where necessary to provide services, and only then if we are certain that its privacy and security are guaranteed.

It’s important that you read the full policy to understand what information we hold, how we may use it, and what your rights are. However, if you do not have time to read it all now, please see the quick summary below:

 

CONTENTS

  1. Overview
  2. Why we process data
  3. Categories of data we collect
  4. Who your data is shared with
  5. How we collect your data and from where
  6. How your data is used
  7. Our responsibilities
  8. Your data rights
  9. Access to non-personal organosation data
  10. How to raise a complaint about information
  11. How we use cookies
  12. Links to other websites

 

1. OVERVIEW

We collect, hold and process personal information about our customers and employees to allow us to provide social housing accomodation and services.

We also process personal information using CCTV systems to monitor and collect visual images for the purpose of security and the preventionand detection of crime.

This privacy notice tells you what to expect when the organisation processes your personal information, how it is used, shared and secured.

Your privacy is important to us and we are therefore committed to handling your personal data in accordance with the provisions of the Data Protection Act 1998, General data Protection Regulation 2016/679, and any subsequent changes to data protection legislation.

          Data Controller: Bushbury Hill EMB LTD

          Data Protection Registration Number: Z1279206

          To access information haled about you: dp@bushburyhill.co.uk

          

 

2. WHY WE PROCESS DATA

We collect and use your personal data for several reasons, this depends on how you interact with us.

Some of the reasons are things we must do by law/under our statutory obligations, such as:

Some of the reasons will be to provide a range of services to local people and businesses, which include:

Some of the reasons will be because you have signed up to receive a service the organisation offers or given your consent for us to use you details so that we can:

We may not be able to provide you with a product or service unless we have enough information, or your permission to use your information.  We aim to keep you information accurate and up to date.

 

3. CATEGORIES OF DATA WE COLLECT

We will need to collect your personal or special category data of a more sensitive nature, to deliver some of our services.  This may be based on a legal requirement for us to provide a service, or it may be a service you have signed up (consented to).

No more information will be collected than is required to deliver that service.

Types of personal information we may collect about you may include:

Special categories of data (also known as sensitive personal information), that we may hold about you include:

Equalities information

We may use some information for statistical reasons about the population of the city and the take up of organisation services by various groups.  This is to help comply with our legal obligations and to plan the provision of future services.  This analysis will not identify individuals nor will it have impact upon an individual's entitlement to organisation services and facilities.  This could include:

 

4. WHO YOUR DATA IS SHARED WITH

To provide services

Your personal information may be shared with internal departments or t=with external partners and agencies, including charities involved in delivering services on our behalf which you have consented to using.  They will only have accesst to your information on a needs to know basis,your privacy and the security of the information is assessed when a new sharing partner is identified.  Examples are:

We also share information with third party organisations such as insurers, solicitors who are acting on your behalf.  This is usually done with your consent, unless there is a legal reason (as below) to share without your consent.

To comply with the Law

We may also provide personal information to third parties, this may be in cases where it is necessary to do so, to comply with the law or where permitted under Data Protection legislation (Data Protection Act 1998) (General Data Protection Regulation 2016/679).

Examples of third parties who we may share your information include (but are not limited to):

We put agreements in place with partners we share with, to ensure we all protect your data properly and are only sharing the minimum amount of data we need to, to provide you with a service.  Where we need to share sensitive or confidential information such as medical details, we will do so only with your permission or where we are legally required to.  We may share information to prevent risk of harm to an individual, for example in the case of safeguarding.

The detection and prevention of fraud

We are required by law to protect our public funds; therefore, we may use any of the information you provide to us for the prevention and detection of fraud or to comply with the law and to help with other legal duties including the collection of taxes, charges and other enforcement duties.  As well as conducting our own 'Data Matching' we may also share your information with other public bodies.  These include (but are not limited to):

We may also share information with utility companies, credit reference agencies, insurers, service providers or contractors and partner organisations, where the sharing of information is necessary, proportionate and lawful.

We may share your data with third countries or international organisations, only where there is a legal reason to share, you have provided consent for us to share, and where there are appropriate safeguards in place to ensure the level of protection of your data is guaranteed.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match.  This is usually personal information.  Computerised data matching allows potentially fraudulent claims, transactions, applications, taxes and payments to be identified.

Where a match is found it indicates that there is an inconsistency which requires further investigation.  No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.  Regardless of the outcome data matching helps to ensure records are up to date and accurate.

We participate in the Cabinet Office's National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud.  We are required to provide particular sets of data to the Minister for the Cabinet Office for each exercise.  The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014.  Data matching by the Cabinet Office is subject to a Code of Practice.

View further information on the Cabinet Office's legal powers and the reasons whi it matches particular information.

 

5. HOW WE COLLECT YOUR DATA AND WHERE FROM

Face to face:

We may keep a record of your contact in order to assist on the delivery and improvement of the services we provide to you and others.  Any such records that include any personal information will be kept securely.

Telephone calls:

Ordinarily we will inform you if we record or monitor any telephone calls you make to us.  This is to increase your security, for our record keeping of the phone call and for training and quality purposes.

Emails:

If you email us we may keep a record of your contact and your email address for our record keeping.  We will not include any confidential information about you in any email we send to you unless sent securely or you have agreed to us contacting you with this information.  We would also suggest that you keep the amount of confidential information you send to us via email to a minimum.

On paper:

You may complete assessment forms or requetforms on paper that you send to us.  You may write us letters and send these in on paper.

Online:

You may complete online forms, make requests or make online payments to us.

On systems:

We may log any information you provide to us on a computer system to help us keep track of your request, or any actions we need to complete.  We may add your information to systems where we are required to by law.

From other sources:

We may receive information about you from other organisations or agencies such as:

We will receive information about you either for a legal reason or because you have asked for your information to be shared with us.  Information can be provided to us by any of the other formats described in this section.  We may add this information to our systems to record and hold it as part of your record with us.

 

6. HOW YOUR DATA IS USED

Information which you have provided to us will be stored securely.  It will be used for the purposes stated when the information was collected, and not reused for different purposes or sold on to others.

Your data will be placed on an appropriate system, such as Information Management Systems that hold data about you and your tenancy and Electronic Records Management Systems that hold copies of your scanned tenancy and identification documents.  These are used to provide or administrate our services.  We may cross reference this data between systems to keep your information as accurate and up to date as possible in line with Data Protection best practice.

Some areas of the organisation that use your personal data have very specific reasons for doing so.  Some of our departments may ask you to complete assessments that result in an automated decision being made about you or could be seeb as profiling.  You can ask us to explain the outcomesof any automated decisions made about you.

 

7. OUR RESPONSIBILITIES

Everyone working for us has a legal duty to keep information about you confidential and secure, for specific purposes and only for as long as necessary.  Legislation and best practice guidance that we abide by are:

Each of the departments within our organisation may have additional specific pieces of law or guidance they must follow which have an impact on recording or using the information we hold.  For example, Guidance from professional bodies on record keeping for Social Workers.

Where we share information with other bodies or agencies, we will ensure the confidentiality and security of your data.  This will normally be done by having a contract and confidentiality clauses in place.  We also carry out data privacy impact assessment each time we start a new project, to help us build in security and privacy to protect your information.

We will keep your information in line with legislation and guidance on records retention periods.  We will not keep your information longer than it is needed.  We will dispose of paper records or delete any electronic personal information in a secure way.

We do not share your data with private companies, unless they have a contract with us to provide a service on behalf of us.  For example, a company who will conduct a survey on our behalf can only use the data we give them for our survey and they must delete it after the work has been completed.

 

8. YOUR DATA RIGHTS

Under the Data Protection Act 1998 / General Data Protection Regulation 2016/679 you have rights of how your personal and special category (known as sensitive) information is used.  Please see the Information Commissioners Office guidance.

                             Email: dp@bushburyhill.co.uk

                             Post: Bushbury Hill Estate Management Board

                                      14 Kempthorne Avenue

                                      Low Hill, Wolverhampton

                                      WV10 9JG

                             Telephone: 01902 552995

 

9. ACCESS TO NON-PERSONAL ORGANISATION DATA

We routinely publish sets of non-personal data we holw.  You may find what you are looking for on the disclosure log.

If you have a different question you can make a request for non-personal information which Bushbury Hill Estate Management Board may hold as part of their work under the Freedom of Information Act 2000 or the Environmental Information Regulations 2004.

 

10. HOW TO RAISE A COMPLAINT ABOUT INFORMATION

If you have a complaint in relation to a request to see a copy of your records or a freedom of information request, please contact us in the first instance to request an internal review of our response.  You can use the contact details from section 8 "Your data rights"

If you follow this procedure and are still not happy, you may wish to contact The Informaion Commissioner's Office:

       Post: The Information Commissioner's Office

                 Wycliffe House

                 Wilmslow

                 Cheshire

                 SK9 5AF

       Telephone: 0845 630 60 60

       Email: casework@ico.org.uk

 

11. HOW WE USE COOKIES

A cookie is a small file which asks permission to be placed on your computer's hard drive.  Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site.  Cookies allow web applications to respond to you as an individual.  The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.  We use traffic log cookies to identify which pages are being used.  This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs.  We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not.  A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.  You can choose to accept or decline cookies.  Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.  This may prevent you from taking full advantage of the website.

 

12. LINKS TO WEBSITES

Our website may contain links to other websites of interest.  However, once you have used these links to leave our site, you should note that we do not have any control over that other website.  Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.  You should exercise caution and look at the privacy statement applicable to the website in question.

 

 

 

Last updated: 1st June 2018, 14:00