General Data Protection Regulation 2018
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Home > General Data Protection Regulation 2018
If you are a customer of Oak Tree, we will hold personal data about you. The new General Data Protection Regulation 2018, or GDPR 2018, has replaced the Data Protection Act 1998 so we have created new policies and processes to make sure your data is secure with us, that it is not processed by us unless necessary, and is removed when we no longer need it.
We have produced a Data Protection Policy that spells out the types of data we collect and use the security of that data, who processes it and your rights as the person whose data we hold. We have also put together a Customer Privacy Notice that clearly states what we hold and our sharing agreements with other agencies and contractors.
If you have any queries about your personal data, please contact our office at 41 High Street, Greenock PA15, by phone on 01475 807000, by e-mail at info@oaktreeha.org.uk or by using the contact form on the website.
This notice explains what information we collect when we collect it and how we use your personal information. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
We are Oak Tree Housing Association Ltd. We are a Scottish Charity (Scottish Charity Number SC05300), a registered society under the Co-operative and Community Benefit Societies Act 2014 with Registered Number HCB137 and having their Registered Office at 41 High Street, Greenock, PA15 1NR.
We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the Data Protection Act of 2018 and the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z6295637 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Lesley Selbie of RGDP. The Association has a Data Protection lead Officer (DP), who will take charge of the day-to-day management of data protection. The DP Lead Officer is Anne Culley, Depute Chief Exectutive Officer.
Any questions relating to this notice and our privacy practices should be sent to Oak Tree Housing Association, 41 High Street, Greenock, PA15 1NR. Telephone 01475 807000, E-mail: info@oaktreeha.org.uk
We collect information about you:
We may collect the following information about you (and in the case of applicants, other members of your household):
We receive the following information from third parties:
We need your information and will use your information:
Where you have entered into a contract with us (a lease, for example) we will process your personal data in order to implement that contract and to carry out our contractual obligations and exercise our contractual rights.
Where we are performing one of the following statutory public functions, we are processing your personal data because it is necessary for us to perform a task carried out in the public interest:
In other cases we have a legitimate interest in processing personal data which allows us to provide you with a better customer service and to promote our work.
We may also process your personal data as required by law and to comply with a legal obligation to which we are subject.
In some cases we may require your consent to process certain types of personal data. Where we seek consent from you, we will provide full details of what we are seeking consent for, so that you will be able to carefully consider whether to provide consent.
The information you provide to us will be treated by us as confidential and will be processed only by our employees within the UK/EEA.
We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Your information will only be stored within the UK and EEA
Our computer systems and network storage systems are all password protected, they are managed and monitored by specialist security software. Internal security permissions are used to manage access to files so only the relevant staff required to use the data have access to it.
We also have the ability to use mobile devices such as laptops and tablets. These devices are also managed centrally and have the relevant methods of security installed.
Access to our computer databases and systems may be granted to IT Support Contractors, Software Providers doing maintenance and any other 3rd Party we have working on our computer network, communications software or systems. Those 3rd parties should be covered by their own policies and our addendum to any contract or data sharing agreement.
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
We will generally keep your information for the following minimum periods:
The table below sets out retention periods for Personal Data held and processed by the Association. The Association recognises that not all Personal Data can be processed and retained for the same duration, and retention will depend on the individual circumstances relative to the Data Subject whose Personal Data is stored.
Type of record |
Suggested retention time |
Applications for Membership |
5 years from date of end of membership |
Applicants for accommodation |
6 years from date of end of tenancy (including moves) |
Housing Benefits Notifications |
6 years from date of end of tenancy (including moves) |
Tenancy files |
6 years from date of end of tenancy (including moves) |
Former tenants’ files (key info) |
6 years |
Third Party documents re care plans |
6 years from date of end of tenancy (including moves) |
Records re offenders. Ex-offenders (sex offender register) |
6 years from date of end of tenancy (including moves) |
SST, Occupancy Agreement and Lease documents |
6 years after lease termination |
ASB case files |
6 years from date of end of tenancy (including moves) |
Board meetings |
Permanent |
Residents Meetings |
1 year |
Minute of factoring meetings & factoring agreement |
6 years from date of termination of factoring agreement |
Survey monkey results |
1 year |
Community Care Referrals and Homeless Referrals and Women’s Aid Referrals |
If rehoused duration of tenancy and referral if no longer interested in rehousing after review remove application immediately |
Gas Records |
6 years from date of inspection |
After this period information will be destroyed if it is no longer required for the reasons it was obtained.
Our full retention schedule is available on our website.
https://www.oaktreeha.org.uk/data/Data_Retention_Policy_Schedule_2019_2019_10_31_16_54_47.pdf
You have the right at any time to:
If you would like to exercise any of your rights above please contact us at info@oaktreeha.org.uk
You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
The Information Commissioner’s Office –
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
www.ico.org.uk
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact
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