All of the Partners of the Pennine Lancashire Choice Based Letting Scheme known as B-with-us are committed to protecting the privacy and security of your personal information.
The Partners include:
This Policy primarily covers how we use information relating to applications for housing through the B-with-us Scheme, website visitors and people who interact with or do business with us (such as our suppliers). In these cases, each of the Partners listed above is a “data controller” for the purposes of data protection law. Each of the Partners have signed up to an Information Sharing Agreement which governs the way in which we use personal information provided to us as part of the B-with-us Scheme.
There are six overarching principles of the GDPR which each Partner will comply with when using your personal information:
1. Using the personal information lawfully, fairly and in a transparent way
2. Collecting your personal information only for valid purposes that are clearly explained to you and not used in any way that is incompatible with those purposes
3. The personal information is relevant to the purposes we have told you about and limited only to those purposes
4. The personal information is accurate and kept up to date
5. The personal information is kept only as long as necessary for the purposes we have told you about
6. The personal information is kept securely
If you register and apply for a rental property, bid on a property, communicate with us, or do business with us, this will result in us collecting personal information about you. We will collect, store, and use the following types of personal information about you:
We will also collect the following “special categories” of sensitive personal data and we will take extra care to ensure your rights are protected:
We will use the personal information we collect about you to:
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
Generally, we do not rely on consent as a legal basis for processing your personal information other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to such marketing at any time.
If you fail to provide certain information when requested either by law, or under the terms of a contract we have with you and you fail to provide that information when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, your application for housing may be refused).
Your information will be shared with the Partners of the B-with-us Scheme that are outlined above and this information sharing is governed by an Information Sharing Agreement in accordance with current data protection law. Your information may also be used for housing management and statistical purposes although individuals will not be identified.
Where it is legally required or necessary in accordance with data protection law, we may share information with:
All our third-party service providers and suppliers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and the Information Commissioner’s Office of a suspected breach where we are legally required to do so.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are below. After this period, we will securely destroy your personal information.
As the data subject, you have specific rights to the processing of your data. Under the GDPR, you have the right to find out if we hold any personal information about you by making a “subject access request” under data protection law. If we do hold information about you, we will:
To make a request for your personal information, please contact 0300 123 2200.
Individuals also have certain rights regarding how their data is used and kept safe including the right to:
If you have a concern about the way we are collecting or using your personal data, we would ask that you raise your concern with us in the first instance by contacting 0300 123 2200.
Alternatively you can make a complaint to the Information Commissioner’s Office at https://ico.org.uk/concerns/ or write to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.