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Privacy Statement

Herefordshire Housing Limited handles all personal data in accordance with the Data Protection Act 1998.

Herefordshire Housing Limited takes your privacy very seriously and this notice sets out what information we hold and how we use it.

Herefordshire Housing Limited is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, it will only be used in accordance with this privacy statement.

We may store the information that you give us on a computer or in paper files. We use the information to help us to make decisions about your enquiry, application or complaint and the services we can give you. If the information is personal or sensitive, we must keep it in a way that meets the terms of the Data Protection Act 1998.

What do we collect?

In accordance to the terms of the Data Protection Act 1998, we may collect the following information:

• your name, address and ethnicity
• contact information including phone numbers and email address 
• personal information such as National Insurance number and birth date 
• income, benefits and other financial details 
• medical history and treatments 
• demographic information such as postcode, preferences and interests 
• other information relevant to customer surveys and profiling 

What do we do with the information we gather?

In accordance to the terms of the Data Protection Act 1998, we require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• Internal record keeping. 
• We will use the information to provide and improve our services to our customers 
• We will send emails and text messages about our services 
• We will use the information to enhance the quality, diversity and services on our website 
• To investigate the circumstance of your application, enquiry or complaint 
• To monitor our work 
• To manage your tenancy, lease or application 
• Billing and raising invoices
• For the prevention and detection of fraud 
• Prevention and detection of crime and disorder including anti social behaviour

In the course of this activity, we may need additional information from you to assist us in our enquiry. The nature of this information will depend on the circumstances of your request.

How do we control your personal information?

All of your personal information is managed in accordance of the terms of the Data Protection Act 1998 and is only provided to other organisations or companies in order to provide the services that our customers requires as stated below.

We may give some of this information to the following people and organisations:

• Local councils 
• Lawyers
• Other agencies as may be necessary e.g. gas contractors 
• Other persons who you may wish to be involved with the procedure e.g. your M.P. 

How secure is your data?

We will keep information securely, accurately and appropriately. In accordance with the Data Protection Act 1998, we will destroy information confidentially when we no longer need it. 

Information is not provided to any other company for direct marketing purposes. We will not sell, distribute or lease your personal information to third parties.

Our Data Protection Registration & Company Details

Herefordshire Housing Limited is registered under the Data Protection Act 1998, registration number Z7987172.

Herefordshire Housing Limited is a registered provider (Tenant Services Authority number LH4353), and is a registered charity (number 1105907).

Registered office: Legion Way, Hereford, HR1 1LN.

Telephone: 01432 384000             Fax: 01432 384198            Website: www.hhl.org.uk

Data Protection Complaints

If you believe that any information we are holding on you is incorrect or incomplete or you have any other complaint regarding your data or data protection at Herefordshire Housing Limited please write to the Data Protection Officer at Legion Way, Hereford HR1 1LN or follow the links on our website ‘how to complain’. We undertake to promptly correct any information found to be incorrect

Subject Access Requests

In accordance with the terms of the Data Protection Act 1998, we are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

In accordance with the terms of the Data Protection Act 1998, if you wish to request the personal information that we hold about you then you must complete a 'subject access request form' and send this to us. A discretionary fee of £10 may be charged.  To obtain a copy of this form please call into one of our neighbourhood offices or contact us on 01432 384000. Alternatively write to the Data Protection Officer at Legion Way, Hereford, HR1 1LN. 

Once the completed subject access request form and, if necessary, the £10 fee have been received, the relevant manager and the Data Protection Officer will retrieve all information held about you and take a copy. Under the Data Protection Act 1998, the Data Protection Officer will be informed of any request for information and will keep a log of all such requests which can be examined on request. All subject access requests will be completed within 40 days.

Any disputed information we hold will be discussed by the Neighbourhood Manager, Data Controller or other appropriately designated person, with you and, if necessary, amended. Proof of this amendment will be supplied to you. All third parties we share information with in delivering our services to you will be updated accordingly

Our Website

The personal information you provide us will be processed fairly and lawfully. Herefordshire Housing Limited does not automatically capture or store personal information about you when you visit the site. The only information on this website that we collect is the information you choose to provide (i.e on any form posted on this site you choose to fill in).

Cookies

A cookie consists of a piece of text sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We use “session” cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website; and remember your website preferences between page requests.

Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google's privacy policy is available at: http://www.google.com/privacypolicy.html.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites, including this one.

Links to Other Websites

We are not responsible for the content or reliability of the linked websites. Listing should not be taken as an endorsement in any way. We cannot guarantee these links will work and we have no control over the availability of linked pages.

Where you can find us
Head Office: Herefordshire Housing Ltd. Legion Way, Hereford, HR1 1LN. Tel. 0300 777 4321 Fax. 01432 384198	City Centre Office: One-Stop Shop 84-86 Widemarsh Street, Hereford, HR4 9HG. Tel. 01432 346070 Fax. 01432 346089	South Wye Office: Jubilee Court Community Facility Kilvert Road, Newton Farm, Hereford, HR2 7FE. Tel. 01432 346091 Fax. 01432 379260