1. Purpose of our privacy statement
1.1 Under the Data Protection Act 2018 and the UK General Data Protection Regulations, we are required to explain to you why we are asking for this information about you, how we intend to use the information you provide and whether we will share this with anyone else.
2. Who are we?
2.1 We are Sanctuary Housing Association and its wholly owned subsidiaries, together Sanctuary Group (“Sanctuary”) one of the UK's leading providers of housing, care and commercial services. Our address is Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ.
2.1 We are Sanctuary Scotland Housing Association Limited, a part of Sanctuary Group (“Sanctuary”) one of the UK's leading providers of housing, care and commercial services. Our address is 7 Freeland Drive, Priesthill, Glasgow, G53 6PG.
3. Our Data Protection Officer
3.1 Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
3.2 If you have any concerns or questions about our use of your personal data, you can contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing firstname.lastname@example.org.
4. Why are we collecting your information?
4.1 We are required to contact you to seek your views about our services in order to fulfil the requirements of the Scottish Social Housing Charter and Consumer Regulations in England.
4.2 We will also seek your views to improve our service provision more widely.
5. What information are we collecting?
5.1 The information we collect is about your views of our service, in some cases when you have directly experienced them e.g. when we have done a repair at your home, how satisfied you are and why.
6. What we are going to do with your information
6.1 The information you provide to us will be used for the following purposes:
6.1.1 Data provided will be used to comply with the requirements of the Scottish Housing Charter and Consumer Regulations in England (for Tenant Satisfaction Measures). Any information shared will be anonymised.
6.1.2 To identify service failure and improve our services more widely. Information maybe passported to other parts of Sanctuary to address the specific service failure identified.
6.1.3 Creating broad customer profiles to provide the most effective service based upon need.
6.2 Any data will be stored securely and used by us in accordance with this privacy statement and also in accordance with your rights under the Data Protection Act 2018 and the UK GDPR.
7. What is the legal basis for using your information?
7.1 In accordance with the data protection laws, we need a "legal basis" for collecting and using information about you. There are a variety of different legal basis for processing personal data which are set out in the data protection laws.
7.2 The legal basis on which we rely in order to use information which we collect about you for the purposes set out in this notice will be either:
7.2.1 that it is necessary for us to comply with a legal obligation to which we are subject (for example, the Scottish Housing Charter and Consumer Regulations in England);
7.2.2 that it is in our legitimate interests in addressing a specific service failure or improving our services more widely.
8 Sharing your information
Members of Sanctuary
8.1 Sanctuary is made up of a number of related companies. We will share your information with other members of the Group where necessary in order to address a specific service failure.
8.2 Your information will only be accessed by other companies in the Group where it is necessary to do so in order to provide services to you in accordance with our contract. The obligations which are set out in this notice shall apply to the other members of the Group to the same extent that they apply to us.
8.3 For more information on which companies make up Sanctuary, please go to www.sanctuary.co.uk/about-sanctuary.
Contractors and sub-contractors
8.4 This process is supported and facilitated by an appointed market research contractor, which we require to comply with the Data Protection Act 2018, UK GDPR and the Market Research Society standards.
8.5 Our contractor will not share your information with any other parties and will only be able to use the information when completing work on behalf of us.
9. Transferring your information abroad
9.1 We will not be transferring your information abroad for this purpose. All information will be held in the UK.
10. Security of your information
10.1 The information that you provide will be stored securely on our or our contractor’s systems. Security measures and procedures reflect the seriousness with which we approach security and the value we attach to your information. We require our contractor to be certified to ISO 27001 (Information Security Management.)
10.2 Only relevant members of staff will access the information you provide to us.
11. Can we use your information for any other purpose?
11.1 In limited circumstances we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
12. Storing your information and deleting it
12.1 We will store the personal data which you provide to us for only as long as it is required for the purposes of this notice, and in accordance with the provisions of our Records Management Policy and relevant retention schedules.
13. Your rights
13.1 In relation to the information which we hold about you, you are entitled to:
13.1.1 Ask us for access to the information;
13.1.2 Ask us to rectify the information where it is inaccurate or is incomplete;
13.1.3 Ask us to limit what we do with your information;
13.1.4 Object to our use of your information and ask us to stop that use;
13.2 To exercise any of the rights referred to above, you should contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing email@example.com.
13.3 You also have the right to complain to the Information Commissioner's Office (ICO) if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.