Privacy & Information Policy
How and why we hold your personal information
In order to comply with the new data protection regulations under the General Data Protection Regulations (GDPR) we have an obligation to explain to you how and why we hold information on you as well as the rights you have to see the information we hold on you. Please read the information below carefully and if you have any queries please do feel free to contact us for more clarification.
Your Personal Data
We will hold and process information on you relating to your tenancy, proposed tenancy or previous tenancy and will share this with stakeholders related to your contact with Hollywell. These include but are not limited to support providers you work with, adult social care, the owner of the property you live in, local authority housing benefit departments, Hollywell staff and trustees and Hollywell’s accountant and financial stakeholders. Information will be anonymised wherever practicably possible. We will only request, hold and share information that is directly related to your tenancy (current, future or past) as well as information that we require to ensure that your contact with Hollywell runs smoothly for all concerned and that you are properly supported in your home and tenancy. We will not share your data with any other third party not connected to your relationship with Hollywell unless we have your express permission in writing.
Right to Deletion and Removal of Personal Data
You can write to us and request that we delete and remove any personal data we hold on you, however there may be reasons why we need to hold this data and this will be properly explained to you. There is information that we are obliged to hold if you are a tenant with Hollywell in order to protect you, your home and those who work with you. All paper based information that we hold will be destroyed 12 months after your last contact with Hollywell and all electronic data deleted 36 months after your last contact with Hollywell – this is because we are obliged to hold on to this information in case there are any tenancy, safeguarding or legal issues that we are required to be involved in after we stop working with you.
Right to Rectification
You have the right to request that we amend any personal data we hold for you if you believe that it is incorrect. You can send this request either by email to us or send it to our address (all contact information is on the ‘Contact Us’ tab on the website) and we will confirm that the information has been amended or clearly explain why we cannot do this.
Subject Data Access Request
You have the right to request at any time confirmation of the actual personal data that we hold for you and how this has been processed. You can send this either by email or by post and it will be actioned within 14 days of receipt.
In the first instance, if you have a complaint about how we hold or process your personal data then please contact us at the email or address on the Contact Us tab. If you are still dissatisfied with our response, then you have the right to contact the Information Commissioners Officer (ICO) at the following website https://ico.org.uk/
If you would like to see a copy of our Data Protection Policy & Procedure please click on the this LINK