The information that we collect will depend on how you interact with us. If you’re browsing our website, we’ll only collect your IP address and any cookies that you allow.
However, if you complete one of our online forms, we will typically collect your:
- Email address
- Phone number
- Personal information about yourself (If you’re applying for a home, this might also include information on your health, religion, your race, sexual orientation and your criminal record, as well as copies of your driving licence, passport and employment information.)
- Information about your business or organisation (if you’re contacting us in a business capacity).
- Website and browser information through cookies (there’s more information on this below).
- When you browse our website
- When you search for information
- When you complete an online form
- When you apply for a job with us, or via our recruitment agency Networx
- When you ‘follow’, ‘like’ or ‘share’ or interact with our social media accounts
- When you contact us either by email, phone or using our live chat
Not knowing what data an organisation holds about you can be worrying, and that’s why we only collect your contact details for very specific reasons, for example:
Getting in touch with you
If you’ve completed one of our contact forms, we’ll use your information to get in touch with you so we can discuss your enquiry.
Processing your application
If you’ve applied for a home or service using one of our website forms, we’ll use your information to process your application.
Updating your information
If you’re a current customer, or applying for a service, we might use your information to update our systems, and make sure we have the most up-to-date and correct information on you.
Improving our services
If you’ve completed one of our online forms, (in particular our complaint form), we’ll use your information to help us improve the services we offer.
We also record phone calls to our customer experience team. This helps us to improve our customer service, make sure we’re delivering the best possible service and for security purposes.
Keeping you up to date
If you’ve signed up for more information from us, we’ll only ever send you information that relates to what you signed up for, such as our email newsletter, We will never send you marketing communication that you haven’t signed up for.
Interacting with you on social media
This includes Facebook, Twitter, Linked In, YouTube and Instagram, for example, responding to your comment and messages.
To optimise our website
We’ll use your information, such as your IP address and cookies, to improve our website and help us make it as easy to use as possible for you.
To ensure security and protect our business interests
We’ll use your information to help protect the safety and security of our customers, staff, systems, services and buildings. For example helping to investigate and deter fraud, complaints and other illegal activities. We will only do this when we have a legitimate business interest and/or a legal obligation.
To comply with our policies, procedures and legal obligations
Where required, we’ll use your information to make sure we’re meeting our legal obligations and adhering to our policies and procedures. For example, sharing information with the police to carry out an investigation, or making sure we are complying with legal rulings to protect our customers from ASB.
…we will never use your information for anything other than what you’d expect us to do with it.
We’ll never sell your information to other organisations – that’s a promise!
Your information belongs to you, and that’s why we will never sell it.
We will never share your personal information with other organisations without your consent, unless it’s for a legitimate business reason that’s required by law or another legal process.
Third party providers, contractors and suppliers we work with
We share your information with third party suppliers when they are carrying out work or a service on our behalf. For example, we will share your address with our third party repair contractor Ian Williams Ltd to carry out repairs to your property on our behalf.
Legal or governmental bodies, such as the police or local authorities
As outlined above, we will share your information when required by law to protect the safety and security of our customers, staff, systems, services and buildings, or to make sure we’re meeting our legal obligations and adhering to our policies and procedures.
Fraud prevention agencies
We may share your information with fraud prevention agencies. We sometimes need to do this to confirm your identity and prevent fraud, or money-laundering.
Our data protection policy means that we only keep your information for as long as we need it to provide you with the service(s) you’ve requested from us, to comply with any legal obligations that require us to keep your information, or for legitimate business interests.
You can request a copy of our data protection policy by emailing email@example.com
If you complete one of our website forms, the information is stored on our secure website for a maximum of 1 month before we delete it. If this is an enquiry and you do not use our service, or sign up for future updates, we will no longer hold on to your data. If you become a customer, or start to use one of our services, your data will be held on our customer database.
We will never send you marketing information (e.g. leaflets, newsletters or information about other Honeycomb Group services that might be useful to you) unless you have explicitly signed up for them.
If you change your mind, the emails we send to you have an ‘unsubscribe’ button, which you can press to stop receiving the marketing information you requested.
We might rely on third parties to help us manage our marketing communications. When we do this, the third party will be under contract and won’t be allowed to use this information for their marketing purpose, unless you agree to do so.
You have certain rights over your personal information that we hold, including:
Right to be informed
You’re entitled to:
- know what information we hold and process about you and why
- know how to gain access to it
- know how to keep it up to date
- know what Staffs Housing is doing to comply with its obligations under data protection legislation.
Right of subject access
You can request a copy of your personal data, the purposes for which it is being processed and to who it may be disclosed to. This will be processed within 30 days.
Rectification, blocking, erasure and destruction
You may apply to rectify, block, erase or destroy your data if you think it is inaccurate or contains an opinion which is based on the inaccurate data.
You can demand we delete or destroy your data on various grounds, including where retaining the data is no longer necessary.
A right to restriction
In some cases, you can demand that we stop further processing of your data.
A right to data portability
Where technically possible, you have the right to ask us for your personal data in a ‘machine-readable format’ and to have it transmitted to another controller.
Sometimes we don't get things right the first time. If so, we want to hear about it so we can put things right.
To make a complaint visit our get in touch page, where you can send us a complaint using our online form, or by phone or email.
If you have a concern with how we’re handling your information, you can contact the ICO (information Commissioner’s Officer): https://ico.org.uk/concerns/handling/
The ICO is an independent authority which aims to protect your data privacy and promote openness by organisations.
Your information, your rules. If you’ve changed your mind and don’t want to hear form us anymore, just email Hello@staffshousing.org.uk
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