PRIVACY NOTICE FOR Housing Residents
Under data protection law, individuals have a right to be informed about how YMCA Thames Gateway (YMCATG) collects and uses any personal data that we hold about them.
We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about parents, carers and children using the Youth Services and explains how, why and when we collect and process your personal data.
What is personal information?
Personal information is information that identifies you as an individual and relates to you. This includes your contact details, financial information, educational and health information as well as information such as ethnic group, photographs and video recordings.
What is YMCATG‘s role regarding data?
YMCATG are registered on the Information Commissioner’s Office Register of Data Controllers under registration number Z5593674, and act as the data controller and a data processor. YMCATG’s registered office is at 29 Rush Green Road, Romford Essex RM7 0PH and we are a company registered in England and Wales under company number 06102037.
Our designated Data Protection Appointed Person for the organisation is our Director of Quality & Compliance and can be contacted at:-
- Address: 29 Rush Green Road, Romford, Essex RM7 0PH
- Tel: 01708 770435
- Email: firstname.lastname@example.org
YMCATG processes your personal information to meet our legal, statutory and contractual obligations and to provide you with the requested products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice.
What Information Do We Collect From You?
YMCATG will only ever collect the information that we need, including information that will be useful to improve our services. We collect the following:-
Personal information such as:-
- Your name, gender, date of birth and National Insurance number and your personal contact details, language preferences and communication needs.
- The contact details of next of kin, relatives and other named contacts and/or whether anyone is nominated to act on your behalf.
- Details regarding your income and financial status, cautions or unspent convictions
- Details of your family, including your marital status and children, and any care or support requirements you may have.
- Financial records about payments relating to the housing and services you receive from us, any outstanding amounts and associated recovery action, your housing history, including any arrears or debts you may owe.
- Information gathered from or provided to us by third parties which is relevant to your care and support, risk management or tenancy support.
- Information about any repairs and maintenance requirements you have during your tenancy with us.
Special Category Information such as:-
- Your ethnicity and religious beliefs
- Relevant details in relation to your care, health and/or support requirements and your personal life and any care or support requirements you may have including progress against your personalised outcomes.
- Details in relation to your well-being, physical, and mental health.
Images and CCTV footage such as:-
- Images and footage collected in the course of activities (please see our CCTV policy and notices for further information on CCTV)
- Images of you to assist us to provide our services to you, and to co-ordinate and personalise your care and support.
Non-personal information such as contributions to surveys, anonymous feed-back and service improvement recommendations and such like.
In addition we collect details of your ongoing contact and interactions with us in person, by telephone and in electronic and written communications.
Why Do We Collect This Information?
Your data is collected to assess your suitability for the provision of supported housing and possible services that you may need and is therefore in the performance of a contract or to provide services. We also collect and store your personal data for equality & diversity monitoring as well as to fulfil our legal obligation for business accounting and tax purposes.
We collect and share your personal data for the purpose of obtaining and verifying police checks as part of the referral and application process. The data that you provide is used to enable the service to provide you an informed support package.
The data provided, where relevant will be used in any legal process that results from the tenancy.
Who Might We Share Your Information With?
Personal Information will only be shared internally with our own YMCATG staff and volunteers where necessary for them to undertake their roles. Members of YMCATG staff may share relevant information from their records with each other. This may include sharing to key workers, safeguarding leads and administration staff.
We do not share or disclose any of your personal information with others except where we have a lawful basis to do so as explained in this notice, where there is a legal requirement to share it or, we identify a support need and we make a referral to another specialist organisation, in which case it would only be shared with your consent.
We are required to share your information with our regulators who are permitted access to this information by law and with other organisations where we have a legal obligation to share the information with them. For example, the Regulator of Social Housing and, those who have commissioned our support service.
It may be necessary to share information about you with our contractors and sub-contractors in order to provide you with the services in accordance with the contract between us. Where YMCATG engages others (known as third parties) to process your personal data on its behalf, they do so on the basis of clear written instructions, are under a duty of confidentiality and are obliged to implement their own appropriate technical and organisational measures to ensure the security and protection of your data.
Contractors and sub-contractors shall be contractually required to ensure that they adhere to the security requirements imposed by the Data Protection Act 2018 and / or the General Data Protection Regulation (as applicable).
We may be required to share information with the police or any other request made under the Crime and Disorder Act 1998 or the Criminal Procedure and Investigations Act 1996.
- Texellent: We currently use for IT support. For more information please go to http://dev.texellent.co.uk/privacy/
- Inform: For our Housing Management software which we use in order to keep records of applicants and residents of our housing services and rent accounting information as well as customer feedback, accidents, incidents and safeguarding report information. For more information please go to https://www.salesforce.com/uk/company/privacy/
- Salto: We currently use Salto for our access control system at our Dartford site. For more information please go to https://www.saltosystems.com/en/legal/privacy-policy/
- Mailchimp: We currently use Mailchimp, an online marketing platform to send and manage our email communications with our members. For more information please go to https://mailchimp.com/legal/privacy/
- CORE (Continuous Recording): We currently use CORE to collate data which is shared with government departments and agencies for research and statistical purposes only. For more information please go to and refer to the CORE data sharing agreement https://core.communities.gov.uk/content/GuidesAndManuals.html
What Do We Do With Your Information?
Your information will be stored 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 General Data Protection Regulation.
Your details will be kept by us for up to 10 years in accordance with UK laws unless there are exceptional circumstances and legal basis to retain it for longer.
At application stage, the information provided to us will be used for the following purposes:
- to assess the suitability of our services and understanding your care and/or support requirements
Should you become a resident of ours; the information provided to us will be used for the following purposes:
- To understand your personal situation and individual requirements and support you in managing your tenancy with us and to provide you with care and/or support services
- It will also be used to improve the services you receive from us.
- Carry out our obligations arising from any contracts entered into between you and us and to process your payments and verify financial transactions.
- Look into and respond to complaints, incidents, near misses, legal matters or any other issues.
- To provide information to relevant external service providers (e.g. substance misuse counsellors, employment agencies, landlords)
Where you have consented to us providing you with information and marketing or to us passing details to other support services, you are free to withdraw consent at any time by contacting your Housing Key Worker or the specific service.
We use anonymous (non-personal data) to carry out research on demographics, interests and behaviour of residents, to help us gain a better understanding to enable us to improve our services for you and to provide information to our funders
How Do We Store Your Data:
Information is stored by us on computers located in the UK. We may transfer the information to other offices and to other third party organisations as explained above. We may also store information in paper files and will keep those securely locked in a filing cabinet.
YMCATG takes your privacy seriously and we take every reasonable steps to protect and secure your personal data under our control from accidental loss, use or disclosure. For example, only authorised personnel are allowed to access information and we use secure server software (SSL) to protect financial and personal information you input before it is sent to us.
Whilst we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst under our control, we use our best efforts to try to prevent this by carrying out robust checks on systems and security and having adequate policies, procedures and staff training in place to help protect your data.
Personal information that YMCATG holds may in some circumstances be transferred to locations outside of the European Union/European Economic Area (EU/EEA). Where we do, we will ensure that it is protected and transferred in a manner consistent with legal requirements applicable to the information, for instance:
- The country to which we send the personal information may be approved by the European Commission
- The recipient may have signed a contract based on “contractual clauses” approved by the European Commission, obliging them to protect the personal information, or
- Where the recipient is located in the US, it may be a certified member of the EU-US Privacy Shield scheme.
How Long Do We Keep Hold Of Your Information?
We will keep your information only for as long as we need it in order to provide you with services or information you have requested, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with you if you have asked us not to do so. When we no longer need information we will always dispose of it securely, as outlined in our Data Protection Policy.
We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after any payment after which time it will be destroyed.
At application stage, if you decide not to take your application any further we will hold your personal information for 6 months after your last contact with us where it will then be destroyed
Should you become a tenant of ours, we will hold the information collected at application stage and while you are a tenant for 6 years afterwards, this will also include your support and service user records.
As a landlord who collects rent we will hold any information that is relevant for the pursuit of any outstanding rents or charges for a period 6 years in accordance with Limitation Act 1980.
Where you have consented to us using your details for direct marketing, we will keep such data until you withdraw your consent.
How Can I Access The Information You Hold About Me?
You have the right to access any personal information that YMCATG processes about you and to request information about: –
- What personal data we hold about you.
- Why we collect this information.
- Who might we share your information with.
- How long we hold your information for.
If you wish to access your information, please request a Subject Access Request Form from:-
Director of Quality & Compliance
29 Rush Green Road, Romford, Essex RM7 0PH
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right (in certain circumstances) to request erasure of your personal data, and the right to prevent your data from being used for direct marketing.
If you wish to raise a complaint regarding how we process your personal data please contact our data controller:-
Director of Quality & Compliance
29 Rush Green Road, Romford, Essex RM7 0PH
Alternatively, if you are unsatisfied with how we have handled your information, you have the right to make a complaint direct to the supervisory authority:-
Information Commissioners Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113
Date Issued: August 2019