Loreburn's Website & Your Privacy

Our website does not capture or store any personal information, nor will any attempt be made to identify visitors to the site.  We may log your IP address, which is automatically recognised by the web server, in order to establish general information such as traffic type and volume to the site.  This policy does not cover any external websites which may be reached from links within our site. Loreburn cannot be held responsible for material on any linked site.

The only information we obtain relates to that which is volunteered by you through a submitted form or email.  The personal details we receive in this way will only be used for the purposes of dealing with the specific issue you have contacted us about.  Any and all information will be stored securely and confidentially in accordance with the General Data Protection Regulation (GDPR).  We will not share your information with any third parties unless you have provided your consent or if there is a legal requirement to do so.

Loreburn makes every effort to ensure this website is accurate and up to date. However, content is subject to change at any time and the accuracy of information appearing on the website cannot be guaranteed.


Privacy Statement  -  Tenants

All of our tenants have a right to privacy.   We know that some of the things you tell us are very sensitive, so we'll treat your information accordingly.

We will not:

• Pass on your address or telephone number to a third party without your permission.

• Discuss your rent account or finances with anyone else without your permission.

• Discuss any complaints you make about anti-social behaviour with the person you're complaining about, unless you agree to this. (Sometimes it can be obvious who has made a complaint and assumptions will be made by others about who has complained about them. Please refer to our relevant Policy and Procedure for more information).

• Advise the Police or other agencies about any complaint you make without your agreement.

• Discuss sensitive things with you in public spaces. We will always make arrangements that work for you, to ensure your privacy.

There are some exceptions to us providing information in certain circumstances:  

• Where the law requires us to pass on information. 

• Where we need to share information to provide services to you and to support your tenancy, as detailed in our Fair Processing Notice.  

• There is a risk to the safety of others if we do not pass on information.  

• You have ended your Loreburn tenancy but have an outstanding debt.  In this instance, we may pass on your information to a debt collection agency.

• Where a utility company requests your details, eg. a forwarding address if you have left the property without paying your final bill.


How We Gather Information About You

Most of the information we hold about you comes from you, for example when you registered for housing and when you signed up to your tenancy.  We also hold details of our contacts with you to enable us to provide you with an efficient housing service and to fully support your tenancy.  This includes copies of letters and emails as well as details of any phone calls or text messages.  It may also include details from any feedback forms and satisfaction surveys you have completed.

We will also hold any relevant information we receive from other agencies in relation to your tenancy such as the Police or Social Services.


The Information We Hold

We only hold information that we need to provide you with services.  Most of this is very ordinary, such as your name, phone number and other contact information such as email address, date of birth and who lives at your property. 

We may hold other information which is more sensitive, such as health and medical information, employment details, financial information, or information about your support requirements.   We hold this information so we can help you and provide you with services.  We use it to manage your rent account, answer your enquiries, deal with complaints, meet our legal obligations, and help you access other agencies and services.


Who Can See Your Information

The information we hold is available to staff who require access to the information to support your tenancy or provide you with services.  Our staff are trained to manage confidential information and will treat your information with the utmost sensitivity and in accordance with privacy and data protection legislation. 


Sharing Information With Others 

Sometimes we need to share information with other organisations, for example to give you support or help, or because we are dealing with matters such as anti-social behaviour.

We share information with the Police and Community Safety Team where there are allegations of anti-social or criminal behaviour.  We will share information with our partners at third party agencies to enable the provision of necessary services, for example the provision of housing benefit and universal credit payments.  We may also share information with debt collection agencies if you move leaving a rent debt or if you do not pay a repair recharge for example.


Your Rights

You have the right to see any of the information we hold about you.  You can request this information by submitting a Subject Access Request which will be managed by our Data Protection Officer and we’ll respond within 1 month. 

Please bear in mind that we will not provide you with information that was provided to us by other people.  For example, we won’t show you the details of any complaints made by others as releasing such information would be a breach of their right to privacy.

If you’re unhappy with the way we are processing your information, you have the right to ask us to stop using it and/or delete it.    In some circumstances we will not be able to agree to this.  For example, where the information is required to support your tenancy or where the processing of the information is required to manage identified risks.

For full details on all of the information above, please refer to our Privacy Policy and our Fair Processing Notice


The General Data Protection Regulation (GDPR)

GDPR places a responsibility on all organisations to ensure your personal data is processed appropriately and is secure, accurate and up-to date and destroyed when it is no longer required for the purposes it was obtained.


Transparency

Organisations must ensure they provide a lawful basis for processing all types of personal data that they have not sought specific consent to use.  The GDPR requires that controllers and processors must be transparent about how they collect data, what they do with it, and how they process it, and must be clear in explaining these things to you.

We have produced a Fair Processing Notice which sets out:

• How we collect information from you

• What information we collect

• Why we need this information

• What we will use this information for

• Why and how we may share information about you

• How this information is stored and for how long

• Your rights regarding requests to view, amend or delete the information we hold about you

You can view our Fair Processing Notice here.

For further information you can view our full Privacy Policy here.


Data Protection Officer

Our Data Protection Officer is Rebecca Wilson.  For any queries please contact Rebecca on 01387 321356 or via email to  RebeccaW@loreburn.org.uk.