cotman-housing.org.uk - Privacy and cookie policy

Cotman Housing Association | Privacy and cookie policy

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Cotman Housing Association | Privacy and cookie policy   |  Accessibility help  Who we areManagement teamMeet the BoardForward Plan 2018-2021Equality and diversityPartnership workingSustaining communitiesOur performanceBecome a supplierNews  Homes to rentOther affordable housing optionsTransfers and exchangesPlaces for older people  Manage your homeReport a repairMake a paymentView your rent accountGet involvedAdvice and supportMoving OutAnti-social behaviourBuying your homeYour community#LoveYourHomeMake Your MoveStill on the GoStar AwardsGet in touch  Who we're looking forEquality and diversityJobsSet-up job alertsStaff BenefitsVolunteering Opportunities  PressMeeting RoomsOfficesOther Ways to Contact Us  Home  >  Privacy and cookie policy Jump to: Data Protection Cookie Policy Privacy Policy Cotman Housing Association is single-minded to protecting your privacy when you use our services. The Privacy Notice unelevated explains how we use information well-nigh you and how we protect your privacy. Who are we? This privacy notice (the "Privacy Notice") applies to all personal information processing activities carried out by Cotman Housing Association. Cotman Housing Association is a data controller in respect of personal information that we process in connection with our merchantry (including the products and services that we provide). Our principal write is 80 Cheapside, London EC2V 6EE.  View our contact details.  Cotman Housing Association are part of Places for People Group.Increasinglyinformation well-nigh the Places for People Group can be found on the Places for People website. We respect individuals' rights to privacy and to the protection of personal information. The purpose of this Privacy Notice is to explain how we collect and use personal information in connection with our business. We may update our Privacy Notice from time to time. We would encourage you to visit our website regularly to stay informed of the purposes for which we process your information and your rights to tenancy how we process it Why we collect your personal information Do you know what personal information is? Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. Information we may collect well-nigh you may include (but is not limited to): NameWriteTelephone numbers Email addresses Data of lineage National insurance number Bank details Criminal history Identification Documents Income and expenditure Next of kin details Health data Criminal data CCTV images Computer IP write We may moreover collect personal information from others with whom you live or receive service from us - this may include: Family and household members Friends and visitors Members of public  Representatives Enquirers Did you know that some of your personal information might be classified as 'special'? Some information is 'special' and needs increasingly protection due to its sensitivity. It's often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal information relating to your: Sexuality and sexual health Religious or philosophical beliefs Ethnicity Physical or mental health Trade union membership Political opinion Genetic/biometric data We will only collect this type of information if it is necessary to your contract so that we can provide the right services to you. We may at times need to share this information we will only do this if we have your consent or if there are legal requirements for us to do so. We may receive information well-nigh you from other data controllers, such as to the police who might tell us well-nigh a treason they are investigating where this impacts on your contract with us or those who live in the same community. If you requite us this information well-nigh yourself when communicating with us, you do so considering you consider it forms part of a legitimate interest for us to hold this information on our records. If we ask for any sensitive personal data well-nigh you, we will unchangingly tell you why we need it and ask for your consent to hold it. Why do we need your personal information? We may need to use some information well-nigh you to: unhook services and support to you; manage those services we provide to you; service resurgence prevention/detection of crime/fraud help investigate any complaints you have well-nigh your services; trammels the quality of services; to help with research and planning of new services. How the law allows us to use your personal information There are a number of legal reasons why we need to collect and use your personal information. Generally we collect and use personal information for the purposes of where: you are inward or have entered into a contract with us you, or your legal representative, have given consent it is necessary to protect someone in an emergency it is required by law you have made your information publicly misogynist it is necessary for legal cases it is necessary for archiving, research, or statistical purposes Consent and Your Preferences We may contact you or send communications to tell you well-nigh a service enhancement such as improvements to our online services or to alimony you informed on how we are performing. We won't need your consent to communicate with you this way considering we have assessed that it forms part of our try-on with you and it is in our legitimate interest or of bilateral interest for us to alimony you informed and is relevant to your contract with us. We will provide an unsubscribe option on communications where you have a nomination to object. You can moreover update your communications preferences at any time by logging on to your online worth https://my.placesforpeople.co.uk  or alternatively if you do not want to sign up for an online worth but you want to update your preferences, please contact us and tell us which service you are updating your preferences. We only use what we need Where we can, we'll only collect and use personal information if we need it to unhook a service or meet a requirement.  If we don't need personal information we'll either alimony you unrecognized if we once have it for something else or we won't ask you for it. For example in a survey we may not need your contact details so we'll only collect your survey responses. If we use your personal information for research and analysis, we'll alimony you unrecognized or use a variegated name unless you've well-set that your personal information can be used for that research. We won't sell your personal information to anyone else.   We may share your information with other companies within our group, we will unchangingly ask for your consent to do this and you can ask us to stop at any time. We will unchangingly provide an option for updating your marketing preferences on our communications with you. Visiting our websites When you visit one of our websites, we collect standard internet log information for statistical purposes. We use cookies to collect information in an unrecognized way, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. We do not make any struggle to identify visitors to our websites. We do not socialize 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 websites contain links to various third party websites. We are not responsible for the content or privacy practices of any external websites that are linked from our sites. How we use your telephone number and email write Text messages and contact via telephone or email provide a uncontrived way to contact and share information with you well-nigh the services we can unhook to you. It can moreover help you receive important messages well-nigh your tenancy or which may interest or a help to you such as new online services. If you provide your telephone number or email write we may alimony in contact with you by these methods. Operational SMS/text/email messaging and calls If you supply us with your telephone or email contact details, we may use them to undeniability or send you operational text messages. Examples of operational text messages include: Confirming a repair and/or a time and stage for a repairs contractor to visit Confirming a home visit RentWorthupdates, underage deportment Sending a reminder well-nigh an visit Asking you to contact a named person or department Satisfaction surveys Checking that we have the correct contact details for you. Sharing your telephone number with third parties We may pass your telephone number to third parties so that we can meet our contractual obligations with you. We may moreover share your telephone numbers if we are required to by law. We may supply the details to our tried 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 never share or sell your telephone numbers to telesales/marketing companies. Communicating with you We may monitor or record calls, emails, text messages or other communications in vibrations with workable laws for the purposes of improving our service to you. Who do we share your information with? We use a range of organisations to either store personal information or help unhook our services to you. Where we have these arrangements there is unchangingly an try-on in in place to make sure that the organisation complies with data protection law.  We may enter into partnerships with other organisations such as local authorities and the police. For example, we may join a partnership to help prevent and tenancy anti-social behaviour.  In order to protect your information, we will enter into a legally tightness data sharing try-on with partner organisations surpassing any sharing takes place. It is not unchangingly possible for us to tell you that personal information is stuff shared, for example when we are working with the police or other agencies to help the investigation or detection of a treason as to do so may prejudice that investigation. We are likely to share your personal information with the following: Property Services and Repairs Contractors and third supply uniting service providers for the purposes of delivering out property related inspections and repairs. Generally we will only share your name, the property write and your contact details so that they can unify an visit with you. In some cases we may moreover share consumer service information with them, for example where you have told us that you need longer to wordplay your door. We may moreover need to share information where we have recorded there is a potential risk to operatives or other representatives. We will tell you what we record well-nigh you and we have a review process in place. Local Authorities We will share your personal information with local authorities usually for the purposes of providing services processed by that local validity such as Universal Credit purposes.  We may moreover share information with local authorities for the purpose of investigating tenancy fraud or other types of fraud or criminal investigations. You will not have a right be told well-nigh this type of sharing considering to do so may stupefy those investigations we will take steps to protect your information and only share what is necessary for those investigations. Police We may share your personal information with the police for the purposes of preventing or detecting a treason or fraud. CCTV We use CCTV systems in some locations. CCTV is installed for the purpose of preventing and detecting crime. Safeguarding and Support Agencies We may need to share your personal information with support agencies if we suspect that there may be safeguarding concerns well-nigh yourself or those who are your dependent(s). We will not tell you well-nigh this beforehand, we will take steps to only share that personal information which is necessary for the safeguarding purposes. Utility companies and local authorities We may need to share your personal information with utility companies [gas, electric, water] and local authorities for the purpose of ensuring utility services and steering tax to the property are correctly charged. We may pass on your details without you have left us if there are underage with a utility or local validity for services received. Debt RecoveryTeachersWe may share your personal information with debt recovery teachers for the purposes of recovering any outstanding charges owed to us. Legal Services and Partners We may share your personal information with our legal services or solicitors if we are preparing or defending a legal claim. Places for People Group companies We may share your information with shared service functions within the Places for People Group, such as for the purpose of financial transaction when making payments to us or the Insurance functions if you make a claim. Places for People Group shared services comply with and process personal information within the same privacy standards and procedures. Where there is a upper risk to your personal information we will well-constructed a privacy towage surpassing we share personal information to make sure we protect privacy and comply with the law. Sometimes we have a legal duty to provide personal information to other organisations, this is often considering we need to requite that data to the police, courts, local authorities or government bodies. We may moreover share your personal information when we finger there's a good reason that's increasingly important than protecting your privacy. This doesn't happen often, but we may share your information: in order to snift and prevent a treason and fraud; or  if there are serious risks to the public, our staff or to other professionals; safeguarding of vulnerable individuals to protect adults who are thought to be at risk, for example if they are frail, tumbled or cannot understand what is happening to them If we're worried well-nigh your physical safety or finger we need to take whoopee to protect you from stuff harmed in other ways, we'll discuss this with you and, if possible, get your permission to tell others well-nigh your situation surpassing doing so.  For all of these reasons the risk must be serious surpassing we can override your right to privacy.  We may still share your information if we believe the risk to others is serious unbearable to do so. There may moreover be rare occasions when the risk to others is so unconfined that we need to share information straight away.  If this is the case, we'll make sure that we record what information we share and our reasons for doing so. We'll let you know what we've washed-up and why if we think it is unscratched to do so and will not rationalization harm, distress or remoter risks to you, our staff, other professionals and/or the public. Keeping your information secure We store personal information both electronically and in paper form. We implement security policies, processes and technical security solutions to protect the personal information we hold from: Unauthorised wangle Improper use or disclosure Unauthorised modification Unlawful destruction or willy-nilly loss We'll do what we can to make sure we hold records well-nigh you (on paper and electronically) in a secure way, and we'll only make them misogynist to those who have a right to see them. Examples of our security include: Encryption, meaning that information is subconscious so that it cannot be read without special knowledge (such as a password). This is washed-up with a secret lawmaking or what's tabbed a 'cypher'. The subconscious information is said to then be 'encrypted' Pseudonymisation, meaning that we'll use a variegated name so we can hibernate parts of your personal information from view. This ways that someone outside of the Places for People Group could work on your information for us without overly knowing it was yours Controlling wangle to systems and networks allows us to stop people who are not unliable to view your personal information from getting wangle to it Training for our staff allows us to make them enlightened of how to handle information and how and when to report when something goes wrong Regular testing of our technology and ways of working including keeping up to stage on the latest security updates (commonly tabbed patches) When you contact us, we may ask you to provide us with some information so that we can personize your identity. If other people (e.g. family members, support workers, solicitors) act on your behalf we will take steps to ensure that you have well-set 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 that other people cannot find things out well-nigh you that they are not entitled to know. Employees and third parties who have wangle to, or are associated with the processing of, your personal information are obliged to make reasonable efforts to safeguard it. Where in the world is your information? Your personal information is stored on systems in the UK. But there may be some occasions as our technology services progress where your information may leave the UK either in order to get to flipside organisation or if it's stored in a system outside of the EU.  We will unchangingly have spare protections on your information if it leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with that third party.  We'll take all practical steps to make your personal information is not sent to a country that is not seen as 'safe' either by the UK or EU Governments. How long do we alimony your personal information? There's often a legal or a contractual reason for keeping your personal information for a set period of time. We will alimony your information for the elapsing of providing a service or product to you under the terms of a contract, such as your tenancy agreement. When your contract has ended we will alimony your personal data for a set time for auditing and reporting purposes and for legitimate interest purposes, without that time we will either anonymise or destroy your information. You can ask us for a reprinting of our retention periods by contacting us at contact us Your Rights The law gives you a number of rights to tenancy what personal information is used by us and how it is used by us. You can contact us regarding any of the rights unelevated by contacting us. We will deal with your request within one month from receiving your request and if we need spare information from you to identify you we will ask for this without undue delay. You can ask for wangle to the information we hold well-nigh you  You have the right to ask for the information we have about you. When we receive a request from you in writing, we must requite you wangle to what personal information we've recorded well-nigh you.  A request for personal information can be made via email or in writing. This is known as a subject wangle request. In order to make a subject wangle request you will need to provide the pursuit information: your name your write unbearable information to identify your records If we have doubts well-nigh your identity or we are finding it difficult to locate your personal information we may ask you to provide us with proof of identity. What types of documents could I submit as proof of ID?Reprintingpassport with signature (please remove your passport number)Reprintingdriving license picture with signature (please remove your suburbanite number)Reprintingof signed tenancy or contract with us You can write to us at the pursuit address: Cotman Housing Association Data Protection Officer South RingsMerchantryPark 18 Craven Drive Bamber Bridge Preston PR5 6BZ Alternatively email us at contact us (Please ensure you nail you provide unbearable information for us to identify your records). We will not start your subject wangle request until we are satisfied that you have provided us with unbearable information for us to identify you. Once you have made a request you will receive an acknowledgement and your request should be answered within one month. In unrepealable circumstances, we are unliable to take longer but we will tell you if we finger we may need longer without undue wait from when we receive your request. We can refuse to handle your request for wangle if it is manifestly unfounded or excessive. You can ask to transpiration information you think is inaccurate You should let us know if you disagree with something we may have recorded well-nigh you. We may not unchangingly be worldly-wise to transpiration or remove that information but we'll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.   You can ask to delete information (right to erasure) In some circumstances you can ask for your personal information to be deleted, for example: Where your personal information is no longer needed for the reason why it was placid in the first place. Where you have removed your consent for us to use your information (where there is no other legal reason us to use it). Where there is no legal reason for the use of your information. Where deleting the information is a legal requirement. Where your personal information has been shared with others, we'll do what we can to make sure those using your personal information comply with your request for erasure. Please note that we can't delete your information where: You have an worth with us such as an using or a tenancy we're required to have it by law it is for historical research, or statistical purposes where it would make information unusable You can ask to limit what we use your personal data for You have the right to ask us to restrict what we use your personal information for where: you have identified inaccurate personal information, and have told us of it where we have no legal reason to use that information but you want us to restrict what we use it for rather than erase the information perfectly We will assess whether you have a right to a restriction and where restriction of use has been granted, we'll inform you surpassing we siphon on using your personal information. Where possible we'll seek to comply with your request, but we may need to hold or use information considering we are required to by law or we have a legal understructure to do so, such as a contract. You can ask to have your information moved to flipside provider (data portability) You have the right to ask for your personal information to be given when to you or flipside service provider of your nomination in a wontedly used format. This is tabbed data portability. However this only applies if we're using your personal information with consent (not where we are processing your personal information for contractual, legitimate interests, legal obligations or vital interests as a legal basis) and if decisions were made by a computer and not a human being.  It's likely that data portability won't wield to most of the services you receive from Cotman Housing Association. Right to understandStreamlinedDecisions made well-nigh you We do not process your personal data using streamlined decisions You moreover have the right to object if you are stuff 'profiled'. Profiling is where decisions are made well-nigh you based on unrepealable things in your personal information, e.g. your health.  If and when your personal information is used to profile you, in order to unhook the most towardly service to you, you will be informed.  How to tell us of a data violate Cotman Housing Association and Places for People Group takes responsibility to protect the personal information we hold well-nigh those with whom we work seriously. We are subject for our processing and take necessary technical and operational steps to information security protections. If you suspect your personal information or that of others may have been at risk of a data protection violate please tell us by using this link: Click Here The whilom link has been made misogynist to everyone with whom we deal so that customers, employees and supply uniting processors can tell us without undue wait of a potential or very breach. Where can I get advice? We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions well-nigh how we squint without your personal information, please contact the Group Data Protection Officer at data.protection@placesforpeople.co.uk. For self-sustaining translating well-nigh data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at: https://ico.org.uk/concerns/ Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 (local rate)    Cookie policy Like many websites, we use cookies to modernize your wits of our website. What's a cookie? A cookie is a small text file that's stored on your computer. Cookies indulge us to: distinguish you from other users of the website provide you with a good wits when you scan our website modernize our site Browser settings You can usually tenancy of most cookies through the settings on your web browser. To find out increasingly well-nigh cookies, including how to see what cookies have been set and how to manage and delete them, visit allaboutcookies.org. So what cookies do we use? Cookie Name Purpose Information Google Analytics _utma _utmb _utmc _utmz These cookies collect information well-nigh how visitors use our site. Information is placid anonymously. We use the information to modernize the website. Information placid includes the number of visitors to the site, where visitors have come from and pages visited. Click here for an overview of privacy at Google To opt out of stuff tracked by Google Analytics wideness all websites visit the Google site. YouTube VISITOR_INFO1 _LIVE soundData.sol We use Youtube to provide embedded videos on our site. Youtube uses cookies to play the video and remember settings. They do not record personal information. To find out increasingly visit YouTube's page well-nigh cookies Slideshare __utmz __utmc __utmb __utma __qca UIDR UID SERVERID mc d CSCookieTest CSCompanyWebSite CSCompanyWebSession CSCCompanyWebLang We use Slideshare to provide embedded slideshows on our site. 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