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Southway Housing Trust - Privacy Statement

Introduction
 
Southway is responsible for the collection, processing, storing and safe keeping of any information, personal or otherwise, gathered during the course of our day to day activities. We manage the information you provide in accordance with the Data Protection Act 1998 and are registered as a Data Controller with the Information Commissioner’s Office.
 
This statement sets out our approach to safeguarding your information and applies to all personal information collected by Southway, our subsidiaries, partners and contractors acting on our behalf.
 
What Information we hold about you
 
Most of the information that we hold is known as personal data. This includes your name, address, date of birth, telephone number and national insurance number. We retain this information to allow us to carry out our day to day work effectively.
 
We may also hold what is known as sensitive personal data. This includes ethnicity, sexual orientation and health information. We may hold this for monitoring purposes or to help us tailor our service to suit your needs.
 
Please keep us informed of any changes to your circumstances, as this will help us to provide you with the best possible service in the future.
 
Who we share information with
 
Information will be shared within Southway to ensure you are receiving all the services available to you. Only staff who need to see your personal data will have access to it.
 
We will not normally share your information outside of Southway without your consent, unless required to do so by law or in line with our obligations under the Data Protection Act 1998. Occasions when Southway will be legally obliged to share relevant information with third parties include: 
 
The prevention or detection of crime and fraud.
The apprehension or prosecution of offenders.
In connection with legal proceedings.
In relation to the physical and mental health of an individual, where disclosure is required to protect them or others from serious harm.
For research or statistical purposes.
 
There are some instances when we will share your information to support legitimate business purposes. We do this to ensure that we can meet your needs and also to meet our health and safety obligations towards those delivering services on our behalf. We will ensure a data sharing agreement is in place before any sharing of data takes place with a partner organisation, contractor or supplier.
 
Keeping your information secure
 
Southway stores information both electronically and in paper form and has robust security procedures in place to safeguard against unauthorised access or modification, improper use, unlawful destruction or accidental loss.
When you contact us we may ask you to provide us with some information so that we can confirm your identity. If other people (e.g. family members, support workers, solicitors or local councillors) act on your behalf, we will take steps to ensure that you have agreed for them to do so. This may include asking them to provide us with supporting information to indicate your consent. We do this to protect you and to make sure other people cannot find things out about you that they are not entitled to know.
 
How we use your telephone number
 
If you supply us with your telephone contact details, we may use them to call you or send you operational text messages.
 
Examples of operational text messages include:
 
Confirming a repair and/or a time and date for a repairs contractor to visit.
Confirming a home visit.
Sending a reminder about a rent payment that is due.
We may also contact you to give you information about our own services and those provided by approved third parties (such as companies or groups we work with).

Representative examples of the promotional or marketing text messages which we may send you include:
 
Helping you if you have money worries, through advice, guidance and appropriate referrals to support agencies.
Giving you information on energy, heating or water saving services.
Inviting you to take part in telephone surveys.
 
You can opt-out of receiving these types of text messages by emailing connect2southway@southwayhousing.co.uk
 
We may pass your telephone number to third parties so that we can meet our contractual obligations with you. We may also share your telephone numbers if we are required to by law. In doing so, we will comply with the Data Protection Act 1998.
 
We may supply the details to our approved marketing or third party contractors who are delivering or performing services on our behalf, and these companies must not use your information for any other purpose. 
 
We will never share or sell your telephone numbers to telesales/marketing companies.
 
Our Website
 
Southway may use cookies to keep our website relevant and easier to use, and to collect anonymised information. This may include the number of visitors to the site, where visitors have come to the site from and the pages they visit.
 
We will not make any attempt to identify visitors to our websites. We do not associate information gathered from our sites with personally identifying information from any source. When we collect personal information, for example via an online form, we will explain what we intend to do with it. 
 
Our website may contain links to third party websites. We are not responsible for the content or privacy practices of any external websites that are linked from our sites.
 
Your Rights
 
Please contact us first if you have a concern about anything relating to how we process your personal data.  We will do everything we can to help you.  You have the right to:
 
Ask for a copy of your personal information.
Know how your personal information will be shared and under what circumstances.
Know how to opt-out of promotional and/or direct marketing. 
Challenge incorrect personal information and request for it to be amended.
Have inaccurate information rectified, blocked, erased or destroyed.
Complain to the Information Commissioner.
 
Accessing Your Personal Information
 
As part of our service to you, we are happy to provide you with copies of specific documents (e.g. rent statements, tenancy agreements) upon request on an informal basis. If you want to make a larger or more comprehensive request, you can do this formally by making a ‘subject access request’.
 
If you make a subject access request we will provide you with a readable copy of the personal information we hold about you. Subject access requests must be made in writing with valid proof of your identity. There is an administration charge of £10 for all subject access requests.
 
Further Information
 
You may ask to speak to Southway’s designated Data Protection Officer by contacting Southway Connect on 0161 448 4200 or at Connect2Southway@southwayhousing.co.uk.
 
For general advice and guidance visit the Information Commissioners Website 
https://ico.org.uk.