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 – the data protection regulator for the UK.

This privacy notice was last updated November 2021. The date of next review is November 2022.

 

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 number(s)
  • 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 always respect your privacy. 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. However, 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 our purposes for processing this data.

How do you store my personal information?

Your personal information is securely stored within local, UK and EEA data centres.

Like most public and private organisations, we may use third party digital services and applications to process and store your data.

Your trust is important to us. We are committed to keeping your data safe through contractual arrangements and implementing appropriate security and risk assessments and audits. Such measures prevent 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 UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

The UK’s 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 by email.

How long will you keep my data?

This will vary depending on the processing we are undertaking – refer to our 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 can see information we have about you by submitting a request to us.  This can be done by making a request to us either:

  • Completing an online form
  • In writing to Berneslai Homes Data Protection Team at Berneslai Homes, PO Box 627, Barnsley.
  • By email at BHDataProtection@berneslaihomes.co.uk
  • Or by speaking to a member of our staff

It is important that at the time of making the request you give us as much information as possible to assist us and to ensure we provide you with the information you need.  For example, the approximate dates we would have processed this information and the scope of the information requested, for example, communication emails between January 2021 and April 2021.

If you are acting on behalf of another person you must provide evidence that you have the authority to do so.  This evidence can be provided as formal, written and signed authority giving you permission to act on the individual’s behalf or through power of attorney.  We may need, however, to make appropriate checks or request further information to ensure we are satisfied that your request is valid and that you are acting with the appropriate authority.

There is no charge to you for the processing of requests unless the request is deemed excessive or repetitive, then we will charge an administration fee. We will notify you if a charge applies to your request. If there is no evidence that you are authorised to act on behalf of an individual, we will not be required to comply with the SAR, although we will respond to you explaining our decision.

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 your request within 5 working days.

We may ask you to clarify your request or provide us with more information – this is because we hold a large amount of information and we need to make sure we provide you with the information you want. In these circumstances, the time frame in which we respond to you will be paused until more information is received from you.

We can take up to one month to provide a copy of your information. We may extend this by a further two months if there are a number of requests from you or your request is complex. If this is the case, we will inform you within one month of the receipt of your request and we will explain why the extension is necessary.

If you need any advice or assistance in completing and submitting a request, please contact the Berneslai Homes Data Protection Team on 01226 772724 or by email.

 

 

What should I do if my request is turned down?

There may be some situations where we must withhold information under legal exemptions, for example, if it is about a crime. We will, however, 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:

  • By email.
  • Writing to Berneslai Homes Data Protection Team, Berneslai Homes Data Protection Team at Berneslai Homes, PO Box 627, Barnsley, S70 9FZ.
  • Requesting our Data Protection Officer to undertake an independent review

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 (please include your telephone number),
  • In writing to the 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 tell us about changes in any of the following ways:

  • By phone
  • By email
  • By completing an eform
  • By updating your details using Housing Online
  • Notifying a member of our staff

We will add a reminder to our ‘annual rent change’, ‘remain on our housing register’ and other standard template letters we send to you, asking that you update your information with us if your personal details and circumstances have changed.

You can only request that we delete information we hold about you where you think we are holding this for longer than necessary or because you gave us your consent in the first instance to process this information.

Should your request to delete information we hold be agreed to, you should be aware that any service we provide which needs 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.

Who else do you share my data with?

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

For some of our business processes, we may need to share your data with our contractors, subcontractors, agents and suppliers. Please refer to our individual Process Specific Privacy Notices for further information. When sharing, we keep ensuring robust contractual, technical and security measures are in place so that your personal information remains secure.

We have also 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 or processing is necessary for the performance of substantial public interest.

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,
    • Sharing in relation to prioritised NHS care of individuals to address health inequalities.

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.