Berneslai Homes – Your Privacy

Your privacy

Within this section we will advise you about:-

  • how we collect, store and use personal information about our customers;
  • how you can ask for information from us;
  • your rights under existing Data Protection legislation
  • Our registration with the Information Commissioner’s Office

This privacy notice was last updated on 12 February 2019.

 

Personal Information

The personal information we collect from you can be very different as it depends on which process we are processing it for – please refer to our process specific privacy notices for further information..

Personal data means any information from which a living person can be identified, for example:

  • Your name
  • Your address,
  • Your email address,
  • Your telephone numbers,
  • Your date of birth,
  • Your ethnic background
  • Information about your religious belief,
  • Your physical or mental health conditions.

We recognise that the information you provide is very personal to you and we will respect your privacy at all times. Berneslai Homes has a Data Protection framework in place to ensure the effective and secure processing of your information.

You may choose not to provide us with personal information, although some of our services may not be available as a result. We will advise you of this at the time you apply.

We will always explain clearly what data we’re collecting about you and the purpose of our processing of this data.

How do you store my personal information?

Your trust is very important to us and we are committed to keeping your data safe and secure. Your personal information is stored securely in our local data centre. We have specific technologies and security measures in place to protect it in accordance with the Government’s Public Service Network and NHS Information Governance standards.

Our security measures include preventing unauthorised access or misuse of your information as well as protecting it from accidental loss, destruction or damage.

Information Commissioner's Office - Our registration

We collect and process information in accordance with the General Data Protection Regulations 2016/679 (GDPR) and the Data Protection Act 2019 enforceable from 25th May 2018.

The UK regulatory body for this legislation is the Information Commissioner’s Office.

Berneslai Homes is a data controller and as such we hold a registration with them Z7426263. Read more about Data Protection on the website of the Information Commissioner’s Office.

We have appointed a Data Protection Officer, whose role is to ensure that the organisation is compliant with Data Protection legislation. You can contact the DPO via mailto:BHDPO@berneslaihomes.co.uk

What are you doing with my data?

We will always try to make sure that the information we record about you is correct. Please tell us if your circumstances have changed. You can also ask us to correct your personal information if it is inaccurate for any other reason.

We collect your personal information in order to provide our services to you and meet our legal, regulatory and contractual obligations.

We collect information for “service administration purposes”, which means that we may contact you for reasons related to the service or activity you have signed up for, e.g. to provide you with password reminders, to notify you that a particular service, activity or online content has been suspended for maintenance, to notify you of updates to our Privacy information and terms of use.

We also use it for legal and regulatory purposes including but not limited to:

  • To participate in data matching exercises (for example to identify tenancy and benefit fraud),
  • Annual rent increase / decrease letters.
How long will you keep my data?

This will vary depending on the processing we are undertaking – refer to process specific privacy notices for specific retention periods. Some types of information are governed by statute and others are guidelines following best practice.

Every effort is made to ensure that these retention periods are complied with.

How can I see what information you have about me?

You will need to follow this link to complete our My Information – My Rights Request Form.

If you are acting on behalf of another person you must show that you have authority to do so.

There is no charge to you for the processing of requests unless the request is deemed excessive or repetitive then we will charge an admin fee. We will notify you if a charge applies to your request.

For a request relating only to CCTV images, please use the CCTV Images form or write to us. Please remember to submit your photographic ID with your request, and if your appearance has significantly altered in any way from your ID please let us know as we’ll need to be able to identify you in the footage.

What happens when you receive my request?

We will acknowledge receipt of it within 5 working days.

We can take up to 1 month to provide a copy of your information. We may extend this by a further two months but only if your request is complex or numerous. If this is the case, we will inform you within one month of the receipt of your request and we’ll explain why the extension is necessary.

If you need any advice or assistance in completing and submitting a request please contact the Performance and Information Manager on 01226 772724  or email: Information@BerneslaiHomes.co.uk

What should I do if my request is turned down?

There may be some situations where we have to withhold information, under legal exemptions, for example, if it is about a crime. We will explain why we are withholding information.

If we do not provide the information you requested, or you think your information has been misused you should ask for a review by either

  • Emailing Information@BerneslaiHomes.co.uk
  • writing to Performance and Information Manager, Berneslai Homes, PO Box 627, Barnsley
  • Requesting our Data Protection Officer to undertake an independent review by emailing BHDPO@BerneslaiHomes.co.uk.

If you are still not satisfied, you can contact the Information Commissioner’s Office:

  • by telephone 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate,
  • by email to casework@ico.org.uk (please include your telephone number),
  • in writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
How can I update, amend and delete my data?

It is your responsibility to make sure that our records hold the correct information about you because if not we may send information about you to the wrong person, not keep you informed about our services or not provide you with the correct service for your needs. You can update your records with us either:

  • By phone
  • By email
  • By completing an eform
  • Notifying a member of our staff

We will send you a reminder each year asking that you update your information with us if your personal circumstances have changed.

You can only request that we delete information we hold about you where you have given us your permission in the first instance to process this information – where we have another legal basis for the processing we will not be able to delete this until our legal record retention obligations are met and we will notify you of this at the time of your request to delete.

You should be aware that any service we provide which relies on this information will no longer be available to you. Depending upon the reason for collecting this information, your details will either be deleted or will be anonymised so that you cannot be identified.

You will need to follow this link to complete our My Information – My Rights Request Form providing details of the information you want us to delete.

Do you share my data with other organisations?

We do not use your personal information for marketing purposes and under no circumstances sell your information to other companies.

We have signed an inter-agency information sharing protocol with a number of partner organisations in South and West Yorkshire. It sets out a framework for good practice for information sharing agreements, between ourselves and other organisations.

We will share specific and relevant information with law enforcement and government agencies or public bodies where we are legally required to do so.

Examples may include:

    • The prevention or detection of crime and fraud,
    • The apprehension or prosecution of offenders,
    • Sharing in connection with legal proceedings,
    • Sharing in relation to the physical or mental health of an individual, where disclosure is required to protect them or others from serious harm,
    • Research and statistical purposes.

We may also share your information with emergency services and local authorities, where this is necessary to help them respond to an emergency situation that affects you.

We will only ever pass information about you to them if there is a genuine need for it.

We may use your personal information anonymously to enable us to manage the performance of our services.

If we need to share your information to deliver our service to you, for example with our approved partners to carry out works to your property on our behalf, we will tell you about this. Refer to process specific privacy notices for further information.