Fair Processing Notice
This notice explains what information we collect when we collect it and how we use this. 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.
How we use your personal information
The purpose of this notice is to make you aware of how we will handle your information.
Who are we?
North Belfast Housing Association Ltd (NB Housing), a Registered Charity (No. NIC 100038), a registered society under the Industrial & Provident Societies Act (No IP406), Registered with the Department for Communities No R55 and has its Registered Office at Gatelodge, 8 Flax Street, Belfast BT14 7EQ, Northern Ireland, we take the issue of security and data protection very seriously and strictly adhere to guidelines published in the Data Protection Act of 1998 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 ZA143087 and we are the data controller of any personal data that you provide to us.
Our central point of contact is:
Caroline Keenan-Jackson
Director of Housing and Corporate Services
Gatelodge, 8 Flax Street, Belfast BT147EQ
Tel: 028 90 592 110 Email: info@nb-housing.org
Any questions relating to this notice and our privacy practices should be sent to the contact above
How we collect information from you and what information we collect
We collect information about you:
• when you apply for housing with us, become a tenant, request services/ repairs, enter into an agreement with ourselves howsoever arising or otherwise provide us with your personal details
• from your use of our online services, whether to report any tenancy issues, make a complaint or otherwise;
• from your arrangements to make payment to us (such as bank details, payment card numbers, employment details, benefit entitlement and any other income and expenditure related information);
We collect the following information about you:
• name;
• address;
• telephone number;
• e-mail address;
• National Insurance Number;
• Next of Kin; in the case of sheltered/supported housing only.
• Alternative contact details i.e. someone we can contact in the event of not being able to contact you. Examples include emergency situations or where access is needed for repairs. Obtained in all allocations.
We receive the following information from third parties:
• Benefits information, including awards of Housing Benefit/ Universal Credit
• Payments made by you to us;
• Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from PSNI
• Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour
Why we need this information about you and how it will be used
We need your information and will use your information:
• to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you
• to enable us to supply you with the services and information which you have requested;
• to enable us to respond to your repair request, housing application and complaints made;
• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
• to contact you in order to send you details of any changes to our services which may affect you;
• for all other purposes consistent with the proper performance of our operations and business; and
• to contact you for your views on our products and services.
Sharing of Your Information
The information you provide to us will be treated by us as confidential. 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:
• If we enter into a joint venture with or merged with another business entity, your information may be disclosed to our new business partners or owners;
• If we instruct repair or maintenance works, your information may be disclosed to any contractor;
• If we are investigating a complaint, information may be disclosed to PSNI, Local Authority departments, NI Fire & Rescue Service and others involved in any complaint, whether investigating the complaint or otherwise;
• If we are updating tenancy details, your information may be disclosed to third parties (such as utility companies, NIHE);
• If we are investigating payments made or otherwise, your information may be disclosed to payment processors, Local Authority and the Department of Work & Pensions;
• If we are conducting a survey of our products and/ or service, your information may be disclosed to third parties assisting in the compilation and analysis of the survey results
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.
Security
When you give us the information we take steps to make sure that your personal information is kept secure and safe. Information on how we keep your information secure is provided in our privacy policy and is accessible on our website www.nb-housing.org. A copy can also be obtained by contacting our offices on 028 90 592 110.
How long we will keep your information
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 minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained.
Our full retention schedule is available by contacting either of our offices at Gatelodge, 8 Flax Street Belfast, BT14 7EQ or Crumlin Road, BT14 7ED, by telephoning 028 90 592 110 or emailing info@nb-housing.org
Your Rights
You have the right at any time to:
• ask for a copy of the information about you held by us in our records;
• require us to correct any inaccuracies in your information;
• make a request to us to delete what personal data of yours we hold; and
• object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at info@nb-housing.org
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 – Northern Ireland
3rd Floor
14 Cromac Place
Belfast
BT7 2JB
Telephone: 028 9027 8757 / 0303 123 1114
Email: ni@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 details.
Fair Processing Notice
This notice explains what information we collect when we collect it and how we use this. 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.
How we use your personal information
The purpose of this notice is to make you aware of how we will handle your information.
Who are we?
North Belfast Housing Association Ltd (NB Housing), a Registered Charity (No. NIC 100038), a registered society under the Industrial & Provident Societies Act (No IP406), Registered with the Department for Communities No R55 and has its Registered Office at Gatelodge, 8 Flax Street, Belfast BT14 7EQ, Northern Ireland, we take the issue of security and data protection very seriously and strictly adhere to guidelines published in the Data Protection Act of 1998 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 ZA143087 and we are the data controller of any personal data that you provide to us.
Our central point of contact is:
Caroline Keenan-Jackson
Director of Housing and Corporate Services
Gatelodge, 8 Flax Street, Belfast BT147EQ
Tel: 028 90 592 110 Email: info@nb-housing.org
Any questions relating to this notice and our privacy practices should be sent to the contact above
How we collect information from you and what information we collect
We collect information about you:
• when you apply for housing with us, become a tenant, request services/ repairs, enter into an agreement with ourselves howsoever arising or otherwise provide us with your personal details
• from your use of our online services, whether to report any tenancy issues, make a complaint or otherwise;
• from your arrangements to make payment to us (such as bank details, payment card numbers, employment details, benefit entitlement and any other income and expenditure related information);
We collect the following information about you:
• name;
• address;
• telephone number;
• e-mail address;
• National Insurance Number;
• Next of Kin; in the case of sheltered/supported housing only.
• Alternative contact details i.e. someone we can contact in the event of not being able to contact you. Examples include emergency situations or where access is needed for repairs. Obtained in all allocations.
We receive the following information from third parties:
• Benefits information, including awards of Housing Benefit/ Universal Credit
• Payments made by you to us;
• Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from PSNI
• Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour
Why we need this information about you and how it will be used
We need your information and will use your information:
• to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you
• to enable us to supply you with the services and information which you have requested;
• to enable us to respond to your repair request, housing application and complaints made;
• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
• to contact you in order to send you details of any changes to our services which may affect you;
• for all other purposes consistent with the proper performance of our operations and business; and
• to contact you for your views on our products and services.
Sharing of Your Information
The information you provide to us will be treated by us as confidential. 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:
• If we enter into a joint venture with or merged with another business entity, your information may be disclosed to our new business partners or owners;
• If we instruct repair or maintenance works, your information may be disclosed to any contractor;
• If we are investigating a complaint, information may be disclosed to PSNI, Local Authority departments, NI Fire & Rescue Service and others involved in any complaint, whether investigating the complaint or otherwise;
• If we are updating tenancy details, your information may be disclosed to third parties (such as utility companies, NIHE);
• If we are investigating payments made or otherwise, your information may be disclosed to payment processors, Local Authority and the Department of Work & Pensions;
• If we are conducting a survey of our products and/ or service, your information may be disclosed to third parties assisting in the compilation and analysis of the survey results
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.
Security
When you give us the information we take steps to make sure that your personal information is kept secure and safe. Information on how we keep your information secure is provided in our privacy policy and is accessible on our website www.nb-housing.org. A copy can also be obtained by contacting our offices on 028 90 592 110.
How long we will keep your information
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 minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained.
Our full retention schedule is available by contacting either of our offices at Gatelodge, 8 Flax Street Belfast, BT14 7EQ or Crumlin Road, BT14 7ED, by telephoning 028 90 592 110 or emailing info@nb-housing.org
Your Rights
You have the right at any time to:
• ask for a copy of the information about you held by us in our records;
• require us to correct any inaccuracies in your information;
• make a request to us to delete what personal data of yours we hold; and
• object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at info@nb-housing.org
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 – Northern Ireland
3rd Floor
14 Cromac Place
Belfast
BT7 2JB
Telephone: 028 9027 8757 / 0303 123 1114
Email: ni@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 details.