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Data Protection

Wulvern Housing is committed to complying with the Data Protection Act 1998.

As a Social Landlord we will only process (i.e. collect, store and use) personal data in a manner that is compatible with the Data Protection Act 1998. This means that we will always strive to ensure that we handle personal data fairly and lawfully with justification.

Our aim is not to be intrusive by invading your privacy or to undertake any task which is irrelevant. Instead our aim is to ensure we collect information that is of the highest quality in terms of accuracy, relevance, adequacy and non excessiveness and which by all accounts is "fit for purpose".

Our registration with the Information Commissioners Office (registration Number Z9032097) can be found at http://www.ico.gov.uk/what_we_cover/register_of_data_controllers.aspx .

Our Data Protection Policy can be found downloaded here.

To request a copy of the information we hold on you, please refer to our Subject Access Policy, which can be found here.

Wulvern’s Privacy Notice

Wulvern Housing is a Registered Social Landlord, and we will use the information you have provided on this form, or supplied previously, to deliver housing and housing related services.

We will use the information to meet our legal and regulatory responsibilities, including discrimination or the prevention of crime. We may use the information redesign or improve our services to cater for the changing needs of individuals or communities. Additionally, we may share information with our partner contractors or agencies if this is necessary as part of the delivery of our services, such as contact details and impairments so they can contact you appropriately when completing a repair or improvements.

For further information, please refer to our website www.wulvernhousing.org.uk/data-protection .

The above Notice, sometimes referred to as a Fair Processing Notice is effective from October 2012.

 

Further Information

What is a Privacy Notice, or Fair Processing Notice?

How do we collect personal infromation about you?

What do we collect for Visitors to our website?

What is personal data?

What is personal sensitive information?

What do we hold, and what is it's purpose?

Why do we share information?

How much information is shared?

Can I 'opt out' of information sharing?

What are the benefits of sharing information?

How do you ensure the security of personal data?

What if the data you hold about me is incorrect?

How long will my data be held?

Can I find out what information is held on me?

Am I entitled to all the information that is held about me?

What about Closed Circuit Television (CCTV)?

What is a Privacy Notice?

To ensure that we process your personal data fairly and lawfully we are required to inform you:

• Why we need your data

• How it will be used and

• Who it will be shared with

This information is usually contained in a Privacy Notice, sometimes known as a Fair Processing Notice (FPN), which appears on most of our data collection forms.

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How do we collect personal about you?

The information we collect about you comes from:

• Forms (electronic or paper) you have completed and given to us

• Computer records held by our service teams

• Letters you have sent to us

• Details of any checks we have made to ensure the accuracy of the information we hold

• Payment details you have provided to us

The above list is not exhaustive. For further information refer to our registration with the Information Commissioners Office (registration Number Z9032097) can be found at http://www.ico.gov.uk/what_we_cover/register_of_data_controllers.aspx .

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What do we collect with Visitors to our Website?

When someone visits our website we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting either of our websites. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

For further infromation, refer to our Cookies page, here.

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What is personal data?

Personal data is defined as any data, which relates to a living individual who can be identified:

• From the information we hold, or

• From the information combined with any other information which is already in the possession of, or likely to come into the possession of, the person or organisation holding the information

Personal information also includes any expression of opinions about an individual, and any indication of the intentions of the data controller (i.e. the council) or any other person in respect of the individual.

Examples of personal data include:

• Names and home address details

• Dates of birth

• Telephone numbers

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What is personal sensitive data?

Certain types of data is categorised as "sensitive personal data", for example:

• Racial or ethnic origin

• Physical or mental health/condition

• Sexual preference

• Criminal offences (including alleged offences)

• Religious or other similar beliefs of a similar nature

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What do we hold, and what is its purpose?

We are required under the Data protection Act 1998 to register with the Information Commissioners Office, which is the regulator for the Data Protection Act in the UK. A complete listing of what we hold and its purpose can be found (with our registration Number Z9032097) at http://www.ico.gov.uk/what_we_cover/register_of_data_controllers.aspx .

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Why do we share information?

There are a number of reasons why we share information. This can be due to:

• You have consented to disclosure

• Current legislation implies that we must

• We may have to comply with a Court Order

Any disclosures of personal data are using the personal data appropriate to the specific purpose and circumstances and with the necessary security controls in place.

Information is only shared with those agencies and bodies who have a "need to know basis".

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How much information is shared?

Information is only shared on a “need to know basis” and where necessary.

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Can I ‘opt out’ of information sharing?

For non-essential communications, you have a right to opt out of any data sharing initiatives where no statutory or service requirement exists - but do remember this is only for the purpose of improving our services to you.

Your personal data will not be used for any sale or marketing purposes and we will not pass your information onto third parties unless we have your consent to do so or we are required by law to do so e.g. fraud or crime purposes.

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What are the benefits of sharing information?

By sharing data securely and effectively we will:

• Provide better quality and more streamlined services

• Comply with our legal and regulatory responsibilities

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How do you ensure the security of personal data?

Wulvern Housing takes the security of its personal data very seriously.

Wulvern Housing has security procedures and an Information Security Policy to ensure we protect our manual and electronic data from accidental loss or misuse. We only permit access to information with there is a legitimate reason to do so.

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What if the data you hold about me is incorrect?

It is important to us that the data we hold about you is accurate and up to date. If you are moving house or changing your name please contact Wulvern immediately so we can update our records.

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How long will my data be held?

In some instances the law sets the length of time information has to be kept, but in most cases Wulvern will use its discretion to ensure that we do not keep records outside of our normal business requirements - i.e. providing a service to you. Your information will be only held for as long as necessary and will be disposed of in a secure manner when it is no longer needed.

Wulvern applies a minimum retention periods to specific records, which are specified in the our Data Retention Policy.

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Can I find out what information is held on me?

You can submit a data subject access request to see what information we hold about you. All we ask is that you write to us (email and fax included) at the following address below and clearly specify the information you require.

All subject access requests require proof of ID and a £10 fee to cover all photocopying and postage costs.  Cheques must be payable to Wulvern Housing Ltd.

For further information please refer to our Subject Access Request Policy.

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Am I entitled to all the information that is held about me?

Data subject access requests are subjected to the exemptions of the Data Protection Act 1998.

In some limited cases we may have to redact names or withhold information where it relates to:

• A third party or where the information has been provided in confidence

• The prevention and detection of fraud

• The catching or prosecution of offenders

• The assessment and collect of taxes and duties

• The health and safety of Wulvern staff

• Where the disclosure of medical opinions may cause distress or serious harm to a person

Of course we will try to provide you with as much information as possible.

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What about Closed Circuit Television (CCTV)?

We have installed CCTV systems in some of our locations used by members of the public, for the purposes of public/staff safety and crime prevention/detection.  In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for further information about the scheme.

We will only disclose CCTV images to others who intend to use the images for these purposes.  CCTV images will not be released to the media for entertainment purposes or placed on the internet.  Images captured by CCTV will not be kept longer than necessary.  However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated.  You have the right to see CCTV images of yourself and be provided with a copy of the images.

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