Mary Seacole Housing Association is committed to protecting your privacy and takes its responsibilities regarding the security of user information very seriously. This privacy statement sets out how Mary Seacole Housing Association complies with both UK and European Union data protection requirements. We have structured our website so that you can visit without identifying yourself or revealing any personal information. Once you choose to provide us with any information by which you can be identified, then you can be assured that it will only be used in accordance with this Privacy Statement.

“Mary Seacole Housing Association” includes the brands Homes, Housing, Housing Expert, Inside Housing and Social Housing and their related events, products and services.

If you have any queries about the policy, please get in touch with us using dataprotect@maryseacoleha.com or write to us at Mary Seacole Housing Association, 12 Cardiff Road, Luton LU1 0QH and we will do our best to answer your questions.

This privacy policy was last updated on 1st May 2018

What we collect

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (’data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

The personal data we may collect from you and process is:

• Contact details, such as name, postal address, telephone number and email address
• Financial and transaction data, such as credit or debit card number, and bank account information where necessary for processing an order
• Demographic information such as seniority, preferences and interests
• Other Personal data such as gender, race, ethnicity and sexual orientation

Other data that we may collect from you is:

• Browser and device data, such as IP address, device type, operating system and Internet browser type
• Transaction data, such as purchases, purchase amount, date of purchase and payment method
• Cookie and tracking technology data, such as time spent on website, pages visited and other anonymous traffic data

How we use your information

This privacy notice tells you how we, Mary Seacole Housing Association, will collect and use your personal data for:

• To provide our products and services
• To process your order
• To personalise the website for you
• To contact you in response to a specific enquiry
• To send you promotional emails and mailings about Mary Seacole Housing Association’s products, services, offers and other things that we think may be relevant to you
• To contact you via telephone about Mary Seacole Housing Association’s products and services that we think may be relevant to you
• To contact you via email or telephone for market research reasons.
• To improve or modify our services
• For audits, regulatory purposes, and compliance with industry standards
• To conduct aggregate analysis and develop business intelligence that enables us to operate, protect, make informed decisions, and report on the performance of, our business

Why does Mary Seacole Housing Association need to collect and store personal data?

We may pass your personal data on to third-party service providers contracted to Mary Seacole Housing Association in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. This includes but is not limited to, event registration, subscription fulfilment and email marketing. When they no longer need your data to fulfil this service, they will dispose of the details in line with Mary Seacole Housing Association’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Mary Seacole Housing Association use the personal data it collects about me?

Mary Seacole Housing Association will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Mary Seacole Housing Association is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Mary Seacole Housing Association contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Mary Seacole Housing Association at your request can confirm what information we hold about you and how it is processed. If Mary Seacole Housing Association does hold personal data about you, you can request the following information:

• Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of Mary Seacole Housing Association or a third party, information about those interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing. Information about your right to withdraw consent at any time. How to lodge a complaint with the supervisory authority.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Mary Seacole Housing Association accepts the following forms of ID when information on your personal data is requested:

Passport, driving license, birth certificate or utility bill (from last 3 months)

Mary Seacole Housing Association works to Government Policies, Legislation and Practice Guides as contained in the following with a strong emphasis on client focus and involvement. Clients are always and continue to be at the centre of our service design and delivery and it is our intention to ensure that everyone (commissioners, providers and clients) has access to the right information:

• Access to Personal Files Act 1989
• Care Standards Act 2000
• Children’s Act 1989
• Children’s Act 2004 – Every Child Matters
• Data Protection Act 1998
• Disability Discrimination Act 1995
• Employment Agencies Act 1973
• Equality & Diversity Act 2010
• Freedom of Information Act 2003
• Health and Safety at Work Act 1974
• Housing Act 1985
• Housing Act 1988
• Housing Act 1996
• Housing Act 2004
• Human Rights Act 1998
• Public Interest Disclosure Act 1998
• Race Relations Act (Amendment) 2000
• Race Relations Act 1976
• Regulatory Reform (Fire Safety) Order 2005
• Rehabilitation of Offenders Act 1974
• Sex Discrimination Act 1975
• Youth and Criminal Justice Act 1999
• All relevant UK legislation and EC Directives in relation to equal rights, equal pay, employment law, minimum wage, time off etc