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How we use your data

Privacy Policy statement for tenants

We take your privacy seriously. This policy covers the collection, processing and other use of personal data under the Data Protection Act 2018(“DPA”) and the General Data Protection Regulations (“GDPR”). 

By virtue of the contractual arrangement between Colne and you, our tenant, (Tenancy agreement) you consent to this policy.

Colne Housing Society Ltd is registered under with the Information Commissioners Office as required under data protection regulations (Registration Number Z5625710). 

For the purpose of the DPA and GDPR we are the Data Controller and any enquiry regarding the collection, processing, storage and safe keeping of your data should be addressed to the Data Protection Officer at our address Digby House, Riverside Office Centre, Causton Road, Colchester, Essex, CO1 1RJ. 

Any information you provide will be managed in accordance with the requirements of the relevant legislation. 

Information we collect

Colne collects and processes personal data relating to its tenants to manage the contractual relationship and to meet our legal obligations as a landlord. 

That includes (but is not limited to). 

  • your name, address and contact details, including email address and telephone numbers, date of birth and gender; 
  • your photograph 
  • details of your family members residing at your address and family composition 
  • where appropriate details of care needs, medical or health conditions for you and other family members residing at your address 
  • where appropriate details of next of kin or emergency contacts 
  • sensitive personal data such as ethnicity, nationality, religious belief, sexual orientation 
  • pet ownership 
  • employment and financial information to assess affordability 
  • current or previous accommodation details 
  • your communication preferences 

Your payment information (e.g. credit card details) provided when you make a rent payment from our website, in person, or over the phone is not received or stored by us. That information is processed securely and privately by AllPay, the third party payment processors that we use. We will not have access to that information at any time. We may share your personal data with our payment processors, but only for the purpose of completing the relevant payment transaction. Such payment processors are banned from using your personal data, except to provide these necessary payment services to us, and they are required to maintain the confidentiality of your personal data and payment information. 

Our website and data services are all hosted in the UK, and are not shared outside of the UK. 

Use of your information 

The information that we collect and store relating to you is used to enable us to provide our services to you, to meet our contractual commitments to you, and to respond to any enquiries you make. In addition, we may use the information for the following purposes: 

To notify you about any changes to our services such as improvements or service changes; 

Where you have consented to receive such information, to provide information on other services that we feel may be of interest to you; 

Where you have consented to receive our newsletters, from time to time to provide that to you; 

Where you have consented to the use of your information for a specific purpose, you have the right to withdraw that consent at any time. Should you wish to do so, please write to us at Colne Housing Society Ltd, Digby House, Riverside Office Centre, Causton Road, Colchester, Essex, CO1 1RJ , or send an email to info@colnehousing.co.uk at any time. 

Disclosure of your information 

We may disclose your information where there is a legal requirement to do so (e.g. to assist in fraud protection). 

We may disclose your information to our business partners (e.g. Repairs Contractors) for the purposes of delivering our contract with you. 

We may disclose your information to relevant authorities (e.g. Social Services) for the purposes of protecting your vital interests and/or your health and wellbeing. 

We may disclose your information where we have your clear and explicit consent to do so. 

We will not provide your information to any other third parties for any reason. 

We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent but will use that data to prepare anonymised statistical information which may then be shared or published. 

Security 

The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will apply strict procedures and security in order to prevent unauthorised access. 

Where we have given you (or where you have chosen) a password so that you can access certain parts of our website, you are responsible for keeping this password confidential. You should choose a password that is not easy for someone to guess. 

3rd Party websites 

You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them. 

Your rights 

The DPA and GDPR give you the right to access information held about you by us. Any request must be made in writing or via email. You can write to us at the address detailed above if you wish to request confirmation of what personal information we hold relating to you, or send an email to info@colnehousing.co.uk. There is no charge for requesting that we provide you with details of the personal data that we hold. We will provide this information within one month of your requesting the data. 

You have the right to withdraw the consent you give for us to use your personal data. You also have the right to request that we delete all personal data records that we hold relating to you. We will need to retain data for the purposes of delivering the contract to you or where there is a legal requirement to do so. You can exercise these rights at any time by writing to us at the address detailed below, or by email to info@colnehousing.co.uk. 

Changes to this Privacy Policy 

We may update our Privacy Policy to reflect changes to the website and customer feedback. Please regularly review this policy to be informed of how we are protecting your personal data. 

We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please contact the Data Protection Officer, Colne Housing Society Ltd, Digby House, Riverside Office Centre, Causton Road, Colchester, Essex, CO1 1RJ or by email to info@colnehousing.co.uk