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We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use or share personal information, your rights in relation to your personal information and how to contact us and the supervisory authority in the event that you have a complaint.
Wakefield and District Housing Limited (WDH) is a registered charitable Community Benefit Society that provides social housing and social support services. WDH are the Data Controller of personal information and is registered with the Information Commissioner (ICO reg. no. Z9160379). We are regulated under the Data Protection Act 2018, including the UK GDPR (General Data Protection Regulation). Our contact details for data protection purposes are as follows.
Information Governance Team
The individual responsible for data protection compliance is our Data Protection Officer, who can be contacted using the above details.
Please see the Homesearch Privacy Notice for how we deal with tenancy applications.
When you contact us about your tenancy, property repairs, rent payments or lease we rely on the lawful basis of Contract for processing your information. We require your cooperation for us to access the property you live in because we have a legal obligation to complete regular safety checks and inspections. We will liaise with you, or members of your household, to try and agree a mutually convenient time for all visits to your property.
We rely on the lawful basis of Legitimate Interest for the following activities.
We rely on Public Task as the lawful basis for the following housing related activities.
We have teams that work to support our residents covering Wellbeing, Adaptations, Independent Living, Health and Medical Rehousing and NHS Housing Coordinators. We have written agreements with local authorities, and the NHS, who may refer you to us for this support. We process these referrals and report outcomes under the lawful basis of Public Task.
Where you approach us directly for health-related support we may rely on your Consent.
If you are a Care Link customer, please read the Care Link Privacy Notice .
Our Social Investment team work across our communities to provide several support programmes. We rely on the lawful basis of Consent for the following activities.
If you apply to the WDH Training for Employment Scheme, please see our Privacy Notice - Job Applicants.
For details on the work of our Financial Inclusion Team please see the Cash Wise Privacy Notice.
We routinely process the health data of tenants and residents where it is relevant to their housing needs and the provision of our services. We rely on GDPR Article 9 2(b), and the Data Protection Act (DPA) 2018 Schedule 1, Part 1 (1) (social security and social protection).
When we deal with antisocial behaviour complaints, particularly those involving race and hate crime, we will process special category data under Substantial Public Interest (GDPR Article 9 (g)) and the DPA 2018 Schedule 1, Part 2 (10) (Preventing or detecting unlawful acts).
Wellbeing, Adaptations, Health and Medical Rehousing, NHS Housing Coordinators, and Independent Living teams rely on your Consent and, where appropriate, the Provision and Management of Health and Social Care (GDPR Article 9 2(h)), and the DPA 2018 Schedule 1, Part 1 (2) (Health and Social Care Purposes).
We also collect faith, race and sexual orientation data to monitor equality, diversity and inclusion to help ensure our services are delivered fairly. The lawful basis we rely on to process this information is Consent and the DPA 2018, Schedule 1, Part 2 (8) (Equality of opportunity and treatment).
We collect information that you provide about criminal convictions and offences so that we can safeguard our employees and the communities where we are the landlord. The lawful basis we rely on to process this information is Employment and Social Protection Law (GDPR Article 9 2(b)) and the DPA 2018, Schedule 1, Part 1 (Employment and Social Protection Law).
The DPA 2018 requires us to have an Appropriate Policy Document (APD) for certain conditions of processing special category and criminal offence data. Our APD sets out and explains our procedures for securing compliance with the principles of GDPR and policies regarding the retention and erasure of such personal data.
To provide services such as maintenance, repairs, online services, arrears collection and cloud storage we use Data Processors that we have a written agreement with. All Data Processors are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our Data Processors to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in line with our instructions.
We may need to share information about you with The Department of Work and Pensions, local authorities or other agencies such as Social Services, the NHS and the Fire and Rescue Services.
We may disclose and exchange information with law enforcement agencies, regulatory bodies, legal representatives, auditors and insurers, to comply with our legal and regulatory obligations and to protect us from legal claims.
We also participate in the National Fraud Initiative.
The period we keep your personal information depends on the type of information it is and what it is used for. We have set periods, listed in our Records Retention Schedule.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and are subject to a duty of confidentiality.
We have a Personal Data Breach Plan, which is GDPR compliant, to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
To deliver services to you, it may be necessary for us to share your personal information outside the UK, for example if we were to use a cloud service provider based outside the UK. These transfers are subject to special rules under UK data protection law. In such a situation, we will make sure that we have adequate safeguards and security measures in place as required by the GDPR.
Please read our Data Protection rights notice for more information.
We may change this policy from time to time by updating this page. You should check this page regularly so that you are aware of any changes.
We are committed to giving everyone equal access to information. If you would like this information in another format, please phone us on 0345 8 507 507.
The following applies to all Data Subjects who deal with Wakefield and District Housing (WDH), Homesearch, Care Link and Cash Wise.
This includes our current and former tenants and residents, Homesearch members, Care Link customers, Cash Wise customers, our employees and job applicants.
Under the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018 you have a number of important rights, free of charge, unless excessive or repetitive in nature. In summary, those rights are:
Request access to your personal data (commonly known as a ‘data subject access request’). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. We often rely on you to keep us informed about changes in your circumstances. In the first instance please contact the team you usually deal with to check or update your information.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, in response to your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms, or that the processing is necessary for the establishment, exercise or defence of legal claims.
You also have the right to object where we are processing your personal data for direct marketing purposes.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine readable format (that is, useable on a computer). Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. Also, we may still be allowed to process your data following the withdrawal of consent if another lawful justification for such processing exists.
If you would like to exercise any of the above rights, please:
We will respond to all legitimate requests within one month. If it is going to take us longer than a month because the request is complex, or you have a number of requests we will notify you and keep you updated.
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