New Beginnings Housing - Privacy Policy
Purpose of our privacy statement
Under the Data Protection Act 2018 and the General Data
Protection Regulation, we are required to explain to you
why we are asking for this information about you, how we
intend to use the information you provide and whether we
will share this with anyone else.
Who are we?
We are New Beginnings Housing, a community interest
company specialising in providing high quality recovery
housing for people with addiction issues, including ex
offenders. Our address is 385 Clifton Drive North,
Lytham St.Annes, Lancashire, FY8 2NW, telephone number
01253 728898, email – enquiries@shardales.co.uk
Our data protection officer
Our Data Protection Officer is responsible for
overseeing what we do with your information and
monitoring our compliance with data protection laws.
If you have any concerns or questions about our use of
your personal data, you can contact our Data Protection
Officer by writing to The Data Protection Officer, New
Beginnings Housing 385 Clifton Drive North, Lytham
St.Annes, Lancashire, FY8 2NW or emailing
enquiries@shardales.co.uk .
Why are we collecting your information?
The personal data that you provide for us at your
assessment will enable us to fulfil our obligations and
deliver the services and support that is agreed during
the assessment, set out in your tenancy agreement.
At application stage, we will use information provided
to us in order to assess the suitability of our service
for you and to understand your needs.
The information that is used at application stage is the
information provided to us:
• on an application form
• on other supplementary information forms if needed;
• during initial meetings with us;
• by telephone; and
• in your electronic and written communications.
Should you become a client of ours, we will use your
personal information to provide you with personalised
services in relation to:
• your care and/or support;
• risk management; and
• management of your tenancy or license with us.
The information that is used should you become a client
of ours is the information provided during the
application stage and information provided during
on-going:
• face-to-face meetings and interactions;
• telephone calls; and
• electronic and written communications.
What information are we collecting?
During your application for our services, we will
collect the following information:
• your name, date of birth and personal contact details;
• your National Insurance number;
• your language preferences and communication needs;
• the gender you identify as;
• the ethnicity you describe yourself as belonging to;
• your religious beliefs;
• whether anyone acts on your behalf and you whether you
have capacity.
• your income and financial health;
• any cautions or unspent convictions you may have.
• your housing history, including any arrears or debts
you may owe;
• relevant details of your family, including your
marital status, whether you have any children or whether
you are pregnant;
• details in relation to your health; and
• relevant details of your personal life and any care or
support requirements you may have.
Should you become a client of ours and receive services
from us, we will use the information provided during
your application in order to provide you with our
services. We will also collect the following information
to support you in managing your tenancy or license and
to provide you with our care, support and action
planning services:
• the contact details of next of kin, relatives and
other named contacts;
• images of you to assist us to co-ordinate and
personalise your care and support;
• details in relation to your care and/or support
requirements, including progress against your
personalised outcomes;
• details in relation to your well-being, physical, and
mental health;
• details of your contact and interactions with us in
person, by telephone and in electronic and written
communications;
• information provided by third parties in relation to
complaints or anti-social behaviour that is relevant to
your care and support, risk management or tenancy
support;
• financial records about payments relating to the
housing and services you receive from us, any
outstanding amounts and associated recovery action; and
• information about any repairs and maintenance
requirements you have during your tenancy with us.
We have CCTV in operation at some of our locations; if
there is CCTV in operation, there will be signs clearly
visible to indicate that this type of recording is
taking place. CCTV is only used in public areas.
What we are going to do with your information
Your information will be stored and used by us in
accordance with this privacy statement and also in
accordance with your rights under the Data Protection
Act 1998 and the General Data Protection Regulation.
At application stage, the information provided to us
will be used for the following purposes:
- it will be collected and used by us fairly and openly
for the purpose of assessing the suitability of our
services for you and understanding your care and/or
support requirements; and
- it will be used to ensure that our services are fair
and accessible to all.
Should you become a client of ours, the information
provided to us will be used for the following purposes:
- collected and used by us fairly and openly to support
you in managing your tenancy with us and to provide you
with care and/or support services; and
- used to understand your personal situation and
individual requirements so we can provide a tailored
service that meets any cultural, financial, learning,
mental or physical needs that you may have. It will also
be used to improve the services you receive from us.
What is the legal basis for using your information?
In accordance with the data protection laws, we need a
"legal basis" for collecting and using information about
you. There are a variety of different legal bases for
processing personal data which are set out in the data
protection laws.
The lawful bases on which we rely in order to use the
information which we collect about you to at application
stage and should you become a client of ours are:
- using special categories of information about your
health, personal life and any care or support needs you
may have is necessary in relation to providing health or
social care;
- using your information in this way is necessary for us
to take steps at your request prior to entering into a
contract and to perform the contract between us;
- you have provided explicit consent to our use of your
information. There is a limited amount of special
category information that we use on the basis of your
consent. We will inform you prior to collecting or
processing your information based on consent and keep a
record of your consent;
- using your information is necessary for us to comply
with a legal obligation to which we are subject; and
- it is necessary to use that information to protect
someone’s vital interests (which will usually be a ‘life
or death’ situation).
Sharing your information
Contractors and sub-contractors
It may be necessary to share information about you with
our contractors and sub-contractors in order to provide
you with the services in accordance with the contract
between us. We will only share information about you
with the contractors and sub-contractors which is
relevant and necessary to address your individual needs.
The contractors and sub-contractors shall be
contractually required to ensure that they adhere to the
security requirements imposed by the Data Protection Act
1998 and / or the General Data Protection Regulation (as
applicable).
Our contractors and sub-contractors will not share your
information with any other parties and will only be able
to use the information when completing work on behalf of
us.
Regulators and other legal obligations
We may also be required to share your information with
our regulators who are permitted access to this
information by law and with other organisations where we
have a legal obligation to share the information with
them. For example, the Regulator of Social Housing and,
in our registered services, the Care Quality Commission.
Other organisations
We may from time to time share your information with
other organisations, such as:
- utility companies so they can provide services to you
and contact you in respect of utility charges;
- the police for the purpose of detection and prevention
of crime;
- organisations with a function of auditing and/ or
administering public funds for the purpose of detection
and prevention of fraud; and
- local authority teams such as social services,
environmental health, council tax departments and
benefit agencies.
Transferring your information abroad
We will not transfer the information you provide to us
outside of the European Economic Area.
Security of your information
The information that you provide will be uploaded,
stored securely on our systems and the form that you
complete will be shredded. Our security measures and
procedures reflect the seriousness with which we
approach security and the value we attach to your
information.
Only relevant members of staff will access the
information you provide to us.
Can we use your information for any other purpose?
In limited circumstances, we may use your information
for a purpose other than those set out in this policy.
If we intend to do so, we will provide you with
information relating to that other purpose before using
it for the new purpose.
Storing your information and deleting it
We will hold your information securely during the period
of our relationship and for a set period afterwards in
line with legal requirements, best practice and any
follow up that may be necessary.
At application stage, if you decide not to take your
application any further hold your personal information
for 6 months after your last contact with us.
Should you become a client of ours, we will hold the
information collected at application stage and while you
are a client during the period of our relationship and
for set periods of time afterwards. For example,
normally, we will retain your support and service user
records for six years after our relationship ends
in-line with the Limitation Act 1980.
The exact periods that we hold your information for will
depend on the type of information, as set out in our
Group retention schedule.
Once the relevant set period set out in our retention
schedule has come to an end, unless there is another
identifiable reason for which it necessary to hold on to
your information, we will delete your information.
Your rights
In relation to the information which we hold about you,
you are entitled to:
- ask us for access to the information;
- ask us to rectify the information where it is
inaccurate or is incomplete;
- ask us to erase the information that is used on the
basis of your consent and take steps to ask others who
we have shared your information with to also erase it;
- ask us to limit what we do with your information;
- object to our use of your information and ask us to
stop that use; and
- instruct us to provide you with the information we
hold about you in a structured and commonly used format
or transmit that information directly to another
organisation (for example, if you want the information
to be sent to another housing provider or support
provider).
Our obligations to comply with the above rights are
subject to certain exemptions.
Where we are using your information because you have
provided your consent to that use, you are entitled to
withdraw your consent at any time. The lawfulness of our
use of your information before consent was withdrawn is
not affected.
To exercise any of the rights referred to above, you
should contact our Data Protection Officer by writing to
The Data Protection Officer, New Beginnings Housing, 385
Clifton Drive North, Lytham St.Annes, Lancashire, FY8
2NW or email enquiries@shardales.co.uk
You also have the right to complain to the Information
Commissioner's Office (the "ICO") if you are not
satisfied with the way we use your information. You can
contact the ICO by writing to Information Commissioner's
Office, Wycliffe House, Water Lane, Wilmslow, Cheshire,
SK9 5AF.