Access to Information, Confidentiality and the Data Protection Act
We hold and use significant personal information about our customers, tenants, employees and others who access our services.
The Data Protection Act 1998 governs the processing of that personal information. This includes the collection, storage, access, changing, disclosing, sharing and disposal of personal data about you.
When processing your personal information, we must comply with the eight Data Protection principles set out in the legislation. These require that personal information is:
The Data Protection Act gives you a number of rights in respect to the personal information or data we hold about you.
These rights apply to everyone whether you are an employee, Board member or a customer (including tenants and leaseholders).
How we use your information
The processing of personal data is essential to many of our services and functions and this processing will often involve sensitive personal data. (explained in the next section)
Compliance with the Act will make sure that this processing is carried out fairly and lawfully.
Our Privacy Notice explains what information we hold and how we use it. We collect and keep personal information for the purpose of administration, regulation and service provision. We keep personal information to provide services such as the collection of rent.
The personal information we hold will depend on the service being provided. For tenants we will usually hold basic information including name, address, age, date of birth, gender, next of kin, the nature of the service provided and any decisions regarding the provision of any services. Other, more sensitive, data may also be held.
Sometimes we may need to share information about you with others, for example, in order to provide you with the services you require, meet our statutory obligations and assist in the prevention and detection of fraud and other unlawful acts. The Humber Information Sharing Charter adobe acrobat icon (76 kb) * sets out the principles we will follow when sharing or disclosing your personal information with others. This will often be to other bodies and agencies carrying out their own legal functions and depends upon the specific protocols agreed between those bodies depending on particular services or subject matter involved.
Personal data (or information) is any data or information which, on its own or when referenced against other data we hold, can be used to identify a living individual. Examples of the personal data we may hold about you include your name, address or any reference number. Personal data also includes expressions of opinion about you and our intentions towards you.
Sensitive personal information
The Act recognises that some types of personal data are more sensitive that others and have issued extra protection for the processing of sensitive personal data (or information). Examples of sensitive personal data are:
How to access the personal information we hold about you
You can make a subject access request by:
The Company Secretary
Lincolnshire Housing Partnership
Processing your request
To process your request, we may need to confirm your identity. This is to prevent fraud and is common practice for all requests made. To do this, we will require you to prove your identity by confirming your unique pin number or providing other personal information about yourself and, if requested, one or more of the following documents:
We are only interested in confirming your identity, so you can delete any financial or other irrelevant personal information you do not wish us to see.
Your request will be placed on hold until we have received adequate proof of identity.
Responding to your request
We will provide you with the requested information within 40 calendar days once you have provided us with all the details we need to deal with your request.
Where appropriate our response will provide you with:
There are situations where we may withhold some information - for example - if it refers to other people who have not consented to disclosure, or if disclosure might cause serious harm to you or someone else or where it might prejudice crime prevention or legal proceedings. We will still try to tell you the type of data and why we hold it even where we cannot show it to you.
Requesting personal data about others
You only have a legal right to access your own personal data. You do not have the right to access personal data about other family members, friends or neighbours unless for example you have written proof of your authority to act on behalf of the relevant other person. Even in those circumstances we may still consider that the presumption in favour of confidentiality means that we refuse to disclose.
Charges for subject access requests
Under the Act we can charge a fee for dealing with Subject Access Requests. At present we do not charge a fee but if our policy changed we will always advise you in advance of any costs involved. If we do charge we will not process your request until the fee is paid.
Concerns about the accuracy of data
Under the Act we must try to keep your personal data accurate and up to date. If you think that your personal data is incorrect you can write telling us why and asking us to correct the data. We must reply within 21 days to let you know what we have done about your request. For tenants we will ask you to confirm personal details at your annual tenancy inspection.
If we agree that your personal data is incorrect we will take appropriate action. If we do not agree we will add a note to your file that you disagree with our version of the data.
The best way to be sure is to let us know about any changes in circumstances that might affect the services we provide to you.
How do we keep your personal information?
Personal information is kept on computerised and manual filing systems. We have a duty to maintain records and keep them secure. We use various technical means to keep your information secure within our systems and our employees must abide by a code of conduct which stresses the importance of confidentiality of the personal information we hold.
The Act provides that data may be kept by us only for as long as is necessary. If there is no legal requirement to retain records of personal information they will be destroyed as soon as is practicable in accordance with agreed guidelines. Records may be retained for up to six years or longer in line with our document retention policy.
What to do if you are unhappy about how we have processed your personal data
If you wish to complain about any aspect of how we have processed your personal information or applied the Act you should contact usand we will deal with your complaint through our complaints process.
If you are not satisfied with our response, you can appeal to the Information Commissioner, who is independent of us at:
Cheshire SK9 5AF
Telephone: 016 2554 5700
This is a brief summary statement of your rights under the Act. You can view our Confidentiality and the Disclosure of Information Policy for a more detailed explanation.
If you have any questions about your rights under the Data Protection Act, then please contact our Company Secretary.
Further independent information about the Data Protection Act 1998 can be found on the website of the Information Commissioner.
Lincolnshire Housing Partnership Limited registered as a charitable Community Benefit Society under the Co-operative and Community Benefit Societies Act 2014 with registered number: 7748. Registered Office: Westgate Park, Charlton Street, Grimsby, North East Lincolnshire DN31 1SQ