Registration with the Information Commissioner’s Office
Southdown Housing Association is registered as a Data Controller with the Information Commissioner’s Office (www.ico.org.uk), registration number Z6895951.
Clients/ tenants
(Please note the following applies to services who use Southdown recording systems. Some of our services access data through other organisation’s recording systems, such as where we have staff based in GP practices, in which case your worker can refer you to the Privacy Notice of that organisation).
Southdown collects, stores and processes (uses) personal data for several purposes, mainly:
- To provide care and support services to our clients and tenants
- In our role as landlord to our tenants
We will only process your personal information for one of the following reasons:
- We have a ‘legitimate interest’, for example in order to fulfil the requirements of our support service contracts with our commissioners
- We have a contract with you that we can only fulfill by using your personal information
- We have obtained your consent to do so
- There is a substantial public interest to ensure equality of opportunity and treatment and to safeguard children and individuals at risk
The types of personal data we hold about individual clients and tenants will vary according to the services provided, and the reporting requirements of our commissioners. The table below highlights the types of personal data that we use, what we use it for and the legal basis for this.
If you are a client or tenant and access more than one Southdown service, some information may be shared between these services to ensure your safety, to give you a better service and to ensure the safety of our staff.
The data we process, why we process it and the lawful basis for this
Who we share your data with
Transferring information outside the UK and European Economic Area (EEA)
We do not transfer any employee data outside the UK/EEA.
How long we keep your data
We will not keep your personal information for longer than is necessary.
Unsuccessful job applicants: We will keep your application form on file for 12 months.
Employees: We will keep your personal information for a reasonable time after you have left to ensure that we have the records we needs in the event of a dispute or regulatory investigation and to ensure that any ongoing obligations can be complied with, such as requests from regulators and information we are required to keep by HM Revenue and Customs.
Your rights
You have a number of rights in relation to your personal data. These include:
The right to be informed
You have the right to be informed as to why your personal data is needed for processing, how we will use the data and what will be done with it.
The right of access
You have the right to confirm with us whether your personal data is processed, and if it is, to request access to that personal data including the categories of personal data processed, the purpose of the processing and the recipients or categories of recipients. We do have to take into account the interests of others though, so this is not an absolute right, and if you want to request more than one copy, we may charge a fee.
The right to rectification
You may have the right to rectify inaccurate or incomplete personal data concerning you.
The right to erasure (right to be forgotten)
You may have the right to ask us to erase personal data concerning you.
The right to restrict processing (right to object)
Under certain circumstances you may have the right to object to the processing of your personal data including any profiling being carried out on your personal data. This can include requesting human intervention with regards to an automated decision that was made, so that you can express your view and contest the decision
The right to data portability
You may have the right to receive personal data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format and you may have the right to transmit that data to another entity
Rights in relation to automated decision making and profiling
Under certain circumstances you may have the right to object to the processing of your personal data including any profiling being carried out on your personal data. This can include requesting human intervention with regards to an automated decision that was made, so that you can express your view and contest the decision.
Employees and job applicants
Southdown collects, stores and processes (uses) personal data to process job applications and undertake our obligations as an safe and effective employer.
We will only process your personal information for one of the following reasons:
- We have an employment contract with you
- To comply with legal obligations
- We have a ‘legitimate interest’ in the course of running our business
- We have obtained your consent to do so
- There is a substantial public interest to ensure equality of opportunity and treatment and to safeguard children and individuals at risk
The data we process, why we process it and the lawful basis for this
Who we share your data with
Transferring information outside the UK and European Economic Area (EEA)
How long we keep your data
Your rights
Volunteers
Southdown collects, stores and processes (uses) personal data to process volunteer applications and manage and support our volunteers.
We will only process your personal information for one of the following reasons:
- To comply with legal obligations
- We have a ‘legitimate interest’ in the course of running our business
- We have obtained your consent to do so
- There is a substantial public interest to ensure equality of opportunity and treatment and to safeguard children and individuals at risk
The data we process, why we process it, and the lawful basis for this.
Who we share your data with
Transferring information outside the UK and European Economic Area (EEA)
We do not transfer any volunteer data outside the UK/EEA.
How long we keep your data
We will not keep your personal information for longer than is necessary.
We will keep your personal information for a reasonable time after you have stopped volunteering for us to ensure that any ongoing obligations can be complied with and we have the records we need as required by our insurance in the event of a complaint or claim.
Your rights
You have a number of rights in relation to your personal data. These include:
The right to be informed
You have the right to be informed as to why your personal data is needed for processing, how we will use the data and what will be done with it.
The right of access
You have the right to confirm with us whether your personal data is processed, and if it is, to request access to that personal data including the categories of personal data processed, the purpose of the processing and the recipients or categories of recipients. We do have to take into account the interests of others though, so this is not an absolute right, and if you want to request more than one copy, we may charge a fee.
The right to rectification
You may have the right to rectify inaccurate or incomplete personal data concerning you.
The right to erasure (right to be forgotten)
You may have the right to ask us to erase personal data concerning you.
The right to restrict processing (right to object)
Under certain circumstances you may have the right to object to the processing of your personal data including any profiling being carried out on your personal data. This can include requesting human intervention with regards to an automated decision that was made, so that you can express your view and contest the decision
The right to data portability
You may have the right to receive personal data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format and you may have the right to transmit that data to another entity
Rights in relation to automated decision making and profiling
Under certain circumstances you may have the right to object to the processing of your personal data including any profiling being carried out on your personal data. This can include requesting human intervention with regards to an automated decision that was made, so that you can express your view and contest the decision.
Cookies
Like most websites, southdown.org uses cookies. Cookies are small text files stored on your computer by your browser and are used for many things, such as remembering whether you’ve visited the site before.
What are cookies?
There are two broad categories of cookies:
Session Cookies: These remain on your device until you close your browser when they are automatically deleted; they are generally used in order for the site to operate.
Persistent Cookies: These remain on your device for a longer period and can be deleted manually or automatically depending on the duration rules.
How do we use them?
We use cookies for the following purposes:
- To let you do things on our website – for example, if you make a donation or shop and pay for goods via our online shop, cookies remember where you are in the process from page to page.
- To analyse the performance of our website – for example, collecting anonymous statistics on the use of our website; we use Google Analytics for this.
- To improve your experience of our website – for example, make navigation easier, allow our web pages to be displayed correctly, remembering your preferences, privacy choices etc.
- Social media – for example, if you use Facebook, Twitter or other social media that we’re linked to, cookies can help smooth the sharing process between our site and your online feeds.
Will cookies collect my personal data?
The cookies used by Southdown on this site are conceived so as to be used only by us or those 3rd parties working on our behalf.
Can I disable or clear cookies?
Cookie technology does not collect information that allows you to become personally identifiable. It might be used to identify you as a unique but anonymous visitor to a website.
You are free to disable and/or clear some or all of the cookies our website leaves on your device at any time; however, please note that the website may not work properly if you do this.
You can turn off cookies by using the cookie settings on our site:
Or use the available tools on your browser which allow you to do this, these are usually found in your browser’s ‘Options, Settings, or Preferences’ menu. You can also visit ‘All About Cookies’ www.allaboutcookies.org for further information.
Google Analytics
This site also uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses cookies to help the website analyse how users use the site.
The information generated by the cookie about your use of the Site (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators, and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
By using this site, you consent to the processing of data about you by Google in this manner and for the purposes set out above.
National data opt-out
Southdown reviews all our data processing on an annual basis to assess if the national data opt-out applies. This is recorded in our Record of Processing Activities. All new processing is assessed to see if the national data opt-out applies. If any data processing falls within scope of the National Data Opt-Out we will use MESH to check if any of our service users have opted out of their data being used for this purpose. At this time, we do not share any data for planning or research purposes for which the national data opt-out would apply. We review all of the confidential patient information we process on an annual basis to see if this is used for research and planning purposes. If it is, then individuals can decide to stop their information being shared for this purpose. You can find out more information at https://www.nhs.uk/your-nhs-data-matters/.
Contacting us
If you have any concerns about how Southdown uses your data you can speak to your support worker, housing officer or (for staff) manager, or you can contact our Data Protection Officer via DPO@southdown.org.