We need certain personal and financial details about our customers to work effectively as a business. This article explains how we meet our obligations under the Data Protection Act to protect the personal information we may hold about you, and it also outlines your rights to inspect these details.
We store information such as:
It is important that you notify us of any changes to your personal information.
We use your personal information for providing services to you. We will also use the information to:
We may also anonymise your information, so that it cannot be linked to you, as part of research exercises.
We will always tell you how we will use your information when collecting it from you - for example in an interview, survey form or on our website (see Website Privacy Policy).
Paper files and records containing personal information are kept in secure cabinets. These cabinets are locked when they are not in use.
We ensure any information on our computer system is secure, accurate, relevant and necessary. All our computers are secured with passwords, and staff are all fully trained on our systems.
We aim to ensure that staff and board members do not misuse any confidential information, or, pass on this information improperly to a third party.
Access to your information will normally be limited to ourselves. However, there may be occasions when we disclose your details to others.
We do not give anyone else access to your information, in return for payment, for their marketing or commercial purposes, unless you give specific consent.
Tenants' personal matters will be discussed within the supported Staff Team, however these discussions will be in confidential settings.
If a young adult asks a staff member to arrange support from an external service, they must consent to the disclosure of any personal information beforehand.
Disclosure of personal information without consent will be exceptional and only if required by law, a court order, or where overriding health and safety considerations apply.
An increasing number of customers want to access information online, information such as:
We take security very seriously, and to access our online system users require the following details before they can log in:
Users can only view their own data and cannot make changes to the data accessed.
All information is encrypted, ensuring that data is safe, secure, and available only to the registered user. The personal information viewed will not be stored on the computer used to access the site.
All data is held in a secure server environment, which uses the following technologies to prevent interference or unauthorised access: firewalls with packet-inspection, virus guard and other advanced technology. The technology in use is reviewed and updated regularly.
If someone contacts us to raise a complaint on your behalf we will always seek your permission first. This is because in responding to the complaint, the person claiming to represent you might view some of your personal data.
If you want to make an enquiry about your rent, e.g. your payment history or the balance of your account, we will ask you to quote to us your 'Tenancy Number'.
Every tenant has a own unique Tenancy Number; you can find your Tenancy Number on your regular rent statements.
If you do not know your Tenancy Number we will ask for your full name and date of birth before giving you any details about your rent account.
When you move out of your home, after 12 months we will destroy the paper files relating to your tenancy (unless we are pursuing money owed or we need the information to support any dispute about disrepair or anti-social behaviour).
You have the right to access files or other records containing information relating to:
The type of information includes:
Important information if you want to access your personal details:
Because we also need to respect the rights of others, we cannot make the following information
available to you:
We will identify ourselves and provide a contact number for you to confirm our identity on request when contacting you about our services.
Adactus Housing Group Ltd.
Data Protection Registration Number: Z832622X
Date Registered: 27 November 2003
Adactus Housing Association Ltd.
Data Protection Registration Number: Z1657414
Date Registered: 17 March 2009
Beech Housing Association Ltd.
Data Protection Registration Number: Z9332739
Date Registered: 17 March 2009
Chorley Community Housing.
Data Protection Registration Number: Z9847037
Date Registered: 10 April 2007
Acuna Ltd.
Data Protection Registration Number: Z4806450
Date Registered: 25 August 2000