Privacy Policy
1. Introduction
Falcon Housing Association C.I.C (FHA) are committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
FHA complies with the six principles of the General Data Protection Regulation. To ensure personal data is:
- processed fairly, lawfully, and transparently
- only used for the specified, clearly explained purpose it was collected for
- adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed
- kept accurate and up to date
- only kept for as long as it is needed (usually until a project or activity is complete) and is then removed and securely deleted
- processed in a manner that ensures appropriate security of the personal data; it is stored in secure systems and only transferred by secure means.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact us by emailing hello@falconha.org or writing to Falcon Housing Association C.I.C. Our registered office, Office 3.30, 3rd Floor, 2 Lighthouse View, Spectrum Business Park, Seaham, Co Durham, SR7 7PR.
We will never sell your personal data. Any questions you have in relation to this policy or how we use your personal data should be sent to hello@falconha.org.
2. What we collect
Dependent on the service you require we may collect information for the following reasons:
Data for carrying out administrative functions
Your personal data (i.e., any information which identifies you, or which can be identified as relating to you personally) will be collected and used by FHA (Company Registration Number: 06653419 & Registered Provider Number: 4771)
We collect data you provide to us. This includes information you give when joining as a tenant, using our website, or communicating with us. For example:
- Full name and address
- Contact telephone number
- Email address
- Details of your enquiry
- Details of your complaint
- Personal details relating to your application for housing e.g., date of birth, National Insurance number for yourself and the other family members that require housing.
- Internet Protocol address and other web traffic and activity statistics e.g., pages visited, documents downloaded, search terms used in search engines etc.
- Financial information (payment preferences information and details)
- Relevant medical information
Sensitive personal data for carrying out the Tenancy Administration
We do not normally collect or store sensitive personal data (such as information relating to beliefs, or political affiliation) about those affiliated with FHA.
Accidents or incidents
If an accident or incident occurs on our property or involving one of our staff, then we will keep a record of this (which may include personal data and sensitive personal data).
3. What we do with the information we gather and how we use it.
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- To process an application and/or referral for housing.
- To improve our services to residents and applicants.
- To improve our website.
- To enable us to contact you by phone, email, text message or letter in response to your request.
- From time to time, we may also use your information to contact you for market research and surveying purposes. We may contact you by email, phone, text message or letter.
- To maintain a database of our tenants.
- To helping us respect your choices and preferences (e.g., if you ask not to receive marketing material, we will keep a record of this).
We only ever use your personal data with your consent, or where it is necessary to:
- enter into, or perform, a contract with you.
- comply with a legal duty.
- protect your vital interests.
- for our own (or a third party’s) lawful interests, provided your rights do not override these.
In any event, we will only use your information for the purpose or purposes it was collected for (or else for closely related purposes)
4. Security
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect online and maintain. All sensitive data is collected securely and when online using secure web pages.
5. Storage
Where we store information
FHA operations are based in England, and we store our data within the United Kingdom.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we will keep a record of your preference not to be emailed).
We continually review what information we hold and delete what is no longer required.
Links to other websites
Our website contains links to other websites. However, once you follow these links and leave our site, you should be aware that as we do not have any control over the other website, we cannot be responsible for the protection and privacy of any information that you may provide. You should look at the privacy statement applicable to the website in question.
6. Keeping you in control of your data
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request).
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason).
- the right to have inaccurate data rectified.
- the right to object to your data being used for marketing or profiling; and
- where technically feasible, you have the right to personal data you have provided to us which we process automatically based on your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so. If you would like further information on your rights or wish to exercise them, please email hello@falconha.org
You may request details of personal information which we hold about you. Subject Access Request (SAR) will be completed within 1 month of the request received subject to the requester verifying their identity. FHA would only request a reasonable fee to cover administrative costs if the request is ‘manifestly unfounded or excessive’, or if the requester asks for further copies of information. If you would like a copy of the information held on you, please write to Office 3.30, 3rd Floor, 2 Lighthouse View, Spectrum Business Park, Seaham, Co Durham, SR7 7PR or email hello@falconha.org
If you believe that any information, we are holding on you is incorrect or incomplete, please write to or email us (hello@falconha.org) as soon as possible. We will promptly correct any information found to be incorrect.
Policy Review
This policy will be reviewed periodically and least every three years.
Review Process
Policy review frequency:
This policy / procedure will be reviewed on a 3-yearly basis
Responsible for review:
This policy / procedure will be reviewed by: Compliance Analyst and Data Manager
Version Control
Version: V3a
Date approved: 25 May 2022
Next review date: 25 May 2025
Author / Title: Chris Voisey – Compliance Analyst and Data Manager
Amendments:
22/02/2023 – Email addresses updated to hello@falconha.org
22/02/2023 – What we collect updated