Fair Processing Notice

Arawak Walton Housing Association Limited is a data controller and is committed to complying not only with the letter but also the spirit of all applying Data Protection Legislation. The accuracy and security of your personal information is a key responsibility of Arawak Walton Housing Association Limited and is recognised as an overriding factor in securing your trust and confidence.

Arawak Walton Housing Association Limited will only use the information it holds about you for the purpose you provided it. It will also only collect adequate relevant and necessary information to fulfil that purpose.

When you provide Arawak Walton Housing Association Limited with your personal data, you will be informed what it will be used for and whom it will be shared with.

However, you need to be aware that Arawak Walton Housing Association Limited is required periodically to share your information with other agencies to help reduce crime or investigate fraud. An example of this is in reducing Housing Benefit fraud and involves Arawak Walton Housing Association Limited sharing Housing Benefit data to ensure that tenants are not claiming illegally. This is managed under the direction and security of a National Government Agency known as The Audit Commission. The shared data will not used for any other purpose. Arawak Walton Housing Association Limited also works closely with local authorities and community organisations and often needs to share information with them in order to deliver your services. However, Arawak Walton Housing Association Limited will not supply these organisations with your information unless it is satisfied that equal measures are in place to protect the information from unauthorised access. Arawak Walton Housing Association Limited will not supply your information to any organisation for marketing purposes.

Arawak Walton Housing Association Limited has a responsibility to promote social wellbeing and to work with local authorities and community partners such as the Police, Fire & Rescue Service, the voluntary services and Health Services in order to preserve life, reduce accidents, reduce crime and improve our tenants’ life circumstances.

To promote the social wellbeing of our tenants Arawak Walton Housing Association Limited may need to share your personal data and special category personal data with local authorities and partners.

However, where this is the case, Arawak Walton Housing Association Limited will notify you if your information is intended to be used in this way and provide the opportunity for you to say NO.

Wherever possible, we will seek your consent at the time that the information is provided, for example on housing application forms or when signing your tenancy agreement. However, where Arawak Walton Housing Association Limited and its partners already hold information this may not always be practical. In such circumstances Arawak Walton Housing Association Limited and its partners will maximise awareness by prominent articles in Residents’ Magazines, newsletters, leaflets and on Arawak Walton Housing Association Limited’s website.

These articles and leaflets will not identify you or any other individual but will provide details about the type of personal information to be shared so that you will be able to judge whether your personal information is likely to be used. A named officer and contact details will also be supplied to enable you to find out further information and if necessary allow you to object to your personal and special category data being used in this way.

The need to share this information for promoting social wellbeing will only be in circumstances where the balance of benefit to you and the community outweighs the possibility that you or any other individual could suffer any detriment.

The likelihood of any such detriment will also be further reduced by strict data sharing protocols between Arawak Walton Housing Association Limited and its partners and tight security in terms of the transfer of information. Access to your personal information will also be restricted to authorised individuals on a strictly ‘need to know’ basis.

Personal Data is information that relates to a living individual who can be ‘identified’ either:

  1. From the information or
  2. From the information combined with any other information which is already in the possession of, or likely to come into the possession of, the person or organisation holding the information.

The information we may collect about you and others could include, but is not limited to:

  • Name
  • Date of birth
  • National insurance number
  • Address
  • Contact details (phone/mobile/email)
  • Racial or ethnic origin
  • Religious or other similar beliefs
  • Physical or mental health or condition
  • Convictions, proceedings and criminal acts
  • Photographs and CCTV images

The information includes any expression of opinion about the individual, and any indication of the intentions of the data controller or any other person in respect of the individual.

The legislation states that for Arawak Walton Housing Association Limited to use your personal data you must be made aware of what the information will be used for and with whom it will be shared. Generally this is achieved by seeking your consent when you make an application for Arawak Walton Housing Association Limited’s services, but it can also be achieved by providing you with information, for example in a letter, and giving you an opportunity to say NO.

We use your information to respond to your queries, provide you with services and manage your relationship with us. We may also use your personal information for technical administration, research and development, customer administration, marketing and to identify areas where we can improve the services we provide.

In all circumstances Arawak Walton Housing Association Limited complies with the 6 Principles of Data Protection when handling your personal information.

Certain personal data is categorised as ’Special Category’ personal data’ and includes:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Sexual orientation
  • Health information

The legislation requires that for Arawak Walton Housing Association Limited to use your Special Category Personal Data seek your ‘explicit’ consent for how the information will be used for and with whom it will be shared. Generally this is achieved by seeking your consent when you make an application for Arawak Walton Housing Association Limited’s services. In all circumstances Arawak Walton Housing Association Limited complies with the 6 Principles of Data Protection when handling your personal information.

In order to provide you with adequate services Arawak Walton Housing Association Limited need to collect personal data for correspondence purposes and/or detailed service provision. Arawak Walton Housing Association Limited may also need to share your personal data with other service providers who are contracted to carry out services on our behalf. These providers are required to keep your personal details secure and use them only to fulfil your service request.

Arawak Walton Housing Association Limited will process, i.e. collect, store and use the information you provide in a manner that is compatible with the applying Data Protection legislation. Arawak Walton Housing Association Limited’s aim is not to be intrusive, and it undertakes not to ask irrelevant or unnecessary questions. Moreover, the information you provide is subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Once your service has been delivered or your tenancy ended, your information will be retained for a specified period to enable any further related services to be delivered to you or to allow you or Arawak Walton Housing Association Limited to deal with any follow up issues about the quality of the service provided. The information will then be destroyed in a controlled manner. The retention of this information will be in accordance with Arawak Walton Housing Association Limited’s Document Retention Policy.

When you visit Arawak Walton Housing Association Limited’s website, we collect standard internet log information for statistical purposes. Details of how we do this are on our privacy Policy page.

  • We use cookies to collect information in an anonymous way, including the number of visitors to the site, where visitors have come to the site from and he pages they visited
  • We do not make any attempt to identify visitors to our websites and don’t associate information gathered from our sites with personally identifying information from any source
  • When we collect personal information, e.g. via an online form, we will explain what we intend to do with that data
  • Our websites contain links to various third party websites. We are not responsible for the content or privacy practices of any external websites that are linked from Arawak Walton’s website

Arawak Walton Housing Association Limited is serious about delivering accessible, appropriate, timely and effective services and it is important that it can properly co-ordinate what it does for your benefit. To achieve this it aims to improve its centralised customer database so that it acts as a hub for all services. This means, for example, that the system can report any change of address to all the services that use the database, so you won’t have to repeat it every time you contact Arawak Walton Housing Association Limited.

Over time Arawak Walton Housing Association Limited aim is to ensure that it has one master record containing your details, together with information about the nature of your transactions. It will help Arawak Walton Housing Association Limited to tailor services to meet your needs, and ensure that your requests are being dealt with effectively and help to prevent them getting lost in the system.

You will always have the right to opt out of this or any other data sharing initiatives.

However, remember that Arawak Walton Housing Association Limited is only collecting it for the purpose of providing the services on offer to you. We will not use your information for other purposes without your permission and will never supply it to any third party for marketing purposes.

Arawak Walton Housing Association Limited has a responsibility to promote social wellbeing and to work with local authorities and community partners such as the Police, Fire & Rescue Service, voluntary services, charities and Health Services in order to preserve life, reduce accidents, reduce crime and improve our tenants’ life circumstances. To promote our tenants’ social wellbeing Arawak Walton Housing Association Limited may need to share your personal and special category data with these local authorities and partners.

If Arawak Walton Housing Association Limited needs to share your special category personal data with a third party it will only do so once it has obtained your consent and in all circumstances Arawak Walton Housing Association Limited will be open and informative about why the data sharing is necessary and with whom it will be shared. Wherever possible your consent will be obtained at the time the information is collected, for example on your housing application form or when signing your tenancy agreement.

You need to be aware that Arawak Walton Housing Association Limited is periodically required to share your information with other agencies to help reduce crime or investigate fraud. An example of this is in reducing Housing Benefit fraud and involves Arawak Walton Housing Association Limited sharing Housing Benefit data to ensure that claimants are not claiming illegally. This is done under the direction and security of a National Government Agency known as The Audit Commission. The shared data is not used for any other purpose.

If your household entered a new social housing tenancy with Arawak Walton Housing Association after 1989, we will have shared your personal information with the Government for research and statistical purposes via CORE (COntinuous REcording of Lettings and Sales in Social Housing in England). You can find out more information about CORE here.

We will also share your information with third parties with your consent, We may seek your consent directly, or may obtain it by telling you how your information may be used at the time you provide information or enter into a contract (e.g. a tenancy agreement) with us.

However, where Arawak Walton Housing Association Limited and its partners already hold information this may not always be practical. In such circumstances Arawak Walton Housing Association Limited and its partners will maximise awareness by prominent articles in Residents’ Magazines, newsletters, leaflets and on Arawak Walton Housing Association Limited’s website.

These articles and leaflets will not identify you or any other individual but will provide information about the type of information to be shared so that you will be able to judge whether your personal information is likely to be used. A named officer and contact details will also be supplied to enable you to find out further information and if necessary allow you to stop your personal and special category personal data being used in this way.

There are occasions where we are required to share your information without your consent.

For example in saving life when acting in an individual vital interests, preventing and detecting crime, reducing accidents and improving health.

Your information will only be shared in these circumstances where the law allows and where the benefit to you and the community outweighs the potential for any personal detriment. That detriment will also be reduced to the absolute minimum by strict data sharing protocols between Arawak Walton Housing Association Limited and its partners and tight security in terms of the transfer of information. Access to your personal information will also be restricted to authorised individuals on a strictly ‘need to know’ basis.

You have a right to know what personal data is held about you and whom it is shared with. This is known as a Data Subject Access Request. You also have the right to correct any inaccuracies.

You should simply write to or email (subjectaccessrequests@arawakwalton.com) the Data Protection Officer of Arawak Walton Housing Association Limited (the Data Controller).

Data Protection Officer

Arawak Walton Housing Association Limited
23 Manor Street
Ardwick
Manchester
M12 6HE

The Data Protection Officer will send you a form to complete, which asks you for the type of information you are interested in obtaining. You can of course ask for everything we hold on you but this can be time consuming and costly for the Association to respond to, so please narrow it down if you can.

You will also be asked for proof of your identification to ensure that your personal information is not provided to someone else.

Note that there is no charge for this service.

Copies of your personal information will then be supplied to you within the 30-day period required by the legislation but we strive to provide it well within that period.

You should be aware that in supplying you with your personal information, the Data Controller cannot supply you with the personal information of anyone else and you may find that documents have been redacted to remove third party personal data including names and addresses.

If you are concerned about how we are collecting, using and/or sharing your personal information, you can contact our Data Protection Officer. You can also obtain more information on your rights and obligations as a Data controller by contacting the Information commissioner as follows :

The Information Commissioner

The Information Commissioner’s Office

Wycliffe House
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

The Information Commissioner can also be accessed via their website https://ico.org.uk/

The General Data Protection Regulation (GDPR) contains six principles, which organisations must comply with. Arawak Walton Housing Association Limited and its partners will ensure that when processing your personal and special category personal data it will be:

  • Lawfully, fairly and transparently processed
  • Processed for specified explicit purposes
  • Adequate, relevant and necessary
  • Kept accurate and up to date
  • Kept no longer than is necessary for the purpose processed
  • Kept securely, preventing unauthoried or unlawful access

Unlike local authorities and other public bodies, Arawak Walton Housing Association Limited, as a registered social landlord with charitable status, are not ‘public authorities’ as defined in the Freedom of Information Act 2000.

Despite the fact that we are not obliged to provide information requested under the Freedom of Information Act Arawak Walton Housing Association Limited as a whole is committed to being as open and transparent as reasonably possible and therefore staff are encouraged to use their professional judgement to consider whether or not it would be reasonable to disclose non-personal information requested by individuals.