ForLiving Limited will only use the personal data you provide to us for a limited number of purposes and in a way which complies with the rules set out in the Data Protection Act 2018 and General Data Protection Regulations (GDPR).
Why do you need my information?
ForLiving is the data control of personal data that you have provided to us and we will only collect information from you that is relevant to carry out our role (be that your landlord, the company that collects payments, helping to purchase your home or administering lease). There will be occasions where we need to share this information with other organisation to deliver our services to you .
What basis do you have for holding my information?
We will be processing most of your information to allow us to fulfil our contract with you and so we can fulfil our obligations. We also base processing data on our legitimate interests, this can be reasons such as direct marketing (which you can opt out) or for completing finance checks. We may also hold use your information because there is a legal obligation
Do you have to collect this information? What happens if I don’t give it you?
The information you provide to us helps us to work with you and fulfil our obligations. Additional information provided to us helps us to offer a tailored service and not providing this information will mean we may not be able to offer all of our services to you.
What information do you collect and what is it for?
We collect and hold a range of information about you. The below outlines the information we collect from you and the ways in which this is used:
· Personal information, name, address, date of birth
· Contact details: home number, mobile phone number, email address
· Further details: National insurance number, Housing benefit reference number
· Sensitive personal information: gender, ethnicity, disability information, medical details, marital status, sexuality
· Household information: details of who will be living in your home
· Nationality/immigration status: visa conditions, asylum status etc/
· Photographic identification
· Employment status
· Criminal record decleration
· Bank account details
· Mortgage provider
We will record further information during the course of our contractual relationship so that we have a record of our contacts with you. This will include:
· Records of visits, phone conversations, emails and letters, web chats etc
· Records of repair works
· Audio recordings of your calls and web chat into our office
· CCTV recordings
· Complaints records
· Rent or service charge payment history
· Unacceptable behaviour warning if we have evidence you may pose a risk to our colleagues or contractors
· Survey data
This list outlines the main reasons we may process your data. If we do need to process your information for other reasons we will only do this if there is a legal basis.
Who else will see my data?
We take holding your data very seriously and we will only share information if it is required, for example if we need to use sub-contractors to repair your home. We take sharing your information very seriously and we ensure organisations we share data with sign up to contracts which set out our expectations in relation to keeping information safe. This includes:
· ForViva Group members who deliver repairs
· Repair contractors who carry out specialist jobs
· Astraline – the company who takes our out of hours emergency calls
We do not give anyone else access to your information in return for payment, for marketing or commercial purposes.
Information will not be shared with anyone who claims to represent you unless we are satisfied they have been appointed by yourself or they are acting in an official capacity. We may make checks to confirm the legitimacy of their approval to deal with.
Is my information secure?
Our obligations as a controller of your data means we have to make use of technology to ensure data is safe and secure and held in systems which with technological measures to enhance security. We are committed to this and when we work with contractors or partners we do checks to make sure they also meet our high standards of security. If information can be held electronically we will keep information secure on our central services although we may hold paper information in some circumstances, and we ensure appropriate physical protection to your data
What rights do I have?
The Data Protection Act 2018 gives you specific rights around your data and you have the right to ask us not to process some of your information, this may mean we are unable to provide services to you.
- be informed about what we do with your personal information (which is why we have published this Customer Privacy Notice)
- get a copy of the information we hold about you (this is known as a Subject Access Request)
- ask us to correct information that is wrong
- stop us from doing certain things with your information, for example if you think the information is wrong
- object to us using it for marketing
- get us to delete your information in certain circumstances
- get an electronic copy of your information so that you can send it to another company
- object to any important decisions being taken about you automatically
- claim compensation (through the courts) if we misuse your information
- if you have previously given us your consent to use your information for something, you can change your mind
You have the right to complain to the Information Commissioner if you think there is a problem with the way we have handled your personal information. The Information Commissioner can be contacted on 0303 123 1133 and they have a website www.ico.org.uk where you can find more info.
How do I access information you hold about me?
You have legal right to access information that we hold about you. If you ask us we will need to see proof of identification before we can process your request. You can ask any of our colleagues or write to our Data Protection Officer at Governance Team, 52 Regent Street, Eccles, M30 0BP or email firstname.lastname@example.org
We will respond to your request within one calendar month.
If you wish to make a complaint about the way we have handled your information or want to know how we use your information please contact Governance Team at 52 Regent Street, Eccles, M30 0BP.
When we provide services, we want to make them useful and easy to use. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies.
We use Google Analytics, which sets cookies to help us accurately estimate the number of visitors to the website and volumes of usage. Google uses the information sent with this cookie to store a history of website pages visited in a user’s session. This data will not be used to associate any part of your identity, anonymous or not, with any other data held by Google.
Most web browsers automatically accept cookies, but if you prefer, you can change your browser to prevent that. You are not obliged to accept cookies and you can adjust your browser's setting to prevent it from accepting cookies on your computer. You can learn more about these small files and how to manage them yourself on www.aboutcookies.org. However, you may not be able to take full advantage of our Websites if you do disable cookies. Cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web. Although they can be used to store information which may identify a user's computer, they cannot be used to identify you personally. These pieces of information are used to improve services for you through, for example:
- Enabling a service to recognise your device so you don't have to give the same information several times during one task Recognising that you may already have given a username and password so you don't need to do it for every web page requested
- Measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast
To ensure the safety and security of information you provide it will generally not be transferred or processed outside of the UK and the EU.
There may be occasions where we need to process information outside of the European Economic Area for example where a third party computer system within the US is used for internet based surveys. Where we do this any personal information collected will be limited and we will only use countries which are deemed adequate by the ICO.
Changes to Privacy Statement
This statement may change and we will display the most up to version on our website and you can also request a copy from any of our offices.
Our nominated representative for the purpose of the Act is Matthew Humphreys