1. Purpose of our privacy statement
1.1 Under the Data Protection Act 2018 and the UK GDPR, 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.
2. Who are we?
2.1 We are Sanctuary Housing Association and its wholly owned subsidiaries, together Sanctuary Group (‘Sanctuary’), one of the UK's leading providers of housing, care and commercial services. Our address is Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ.
3. Our Data Protection Officer
3.1 Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
3.2 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, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing data.protection@sanctuary-housing.co.uk.
4. Why are we collecting your information?
4.1 The information that you provide to us is required by Sanctuary in order for us to contact you about the Teams event ‘Greener Futures Partnership on 18 November.
4.2 This statement should be read in conjunction with the Sanctuary’s overall Privacy Statement (https://www.sanctuary.co.uk/privacy-statements) on how we look after your data and comply with Data Protection legislation.
5. What information are we collecting?
5.1 The only information which we are collecting about you is the registration information which you provide to us.
5.2 Microsoft Teams has functionality within it that we cannot alter with regards to treatment of your data. Microsoft Teams can make the following data visible to other participants within the meeting;
- Your name
- Company name
- Your email address
- Any comments or reactions in the Teams chat
This is a camera-off live event so your video and audio will not be visible. The event will be recorded; however, the recording will not capture the above data.
6. What we are going to do with your information
6.1 The information you provide to us will be used for the following purposes:
6.1.1 It will allow us to contact you with registration details of how to join the Teams event.
6.1.2 It 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 2018 and the UK GDPR.
7. What is the legal basis for using your information?
7.1 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 basis for processing personal data which are set out in the data protection laws.
7.2 The lawful basis on which we rely in order to use the information which we collect about you for the purposes set out in this notice will be legitimate interests.
8. Sharing your information Members of Sanctuary
8.1 Sanctuary is made up of a number of related companies. We will not share your information with the other members of Sanctuary.
8.2 For more information on which companies make up Sanctuary please go to www.sanctuary-group.co.uk/about-us.
9. Transferring your information abroad
9.1 We will not transfer the information you provide to us outside of the European Economic Area.
10. Security of your information
10.1 The information that you provide will be stored securely on our systems. Our security measures and procedures reflect the seriousness with which we approach security and the value we attach to your information.
10.2 Only relevant members of staff will access the information you provide to us.
11. Can we use your information for any other purpose?
11. Can we use your information for any other purpose?
11.1 We do not intend to use your information for any other purpose than set out in this privacy statement. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
12. Storing your information and deleting it
12.1 We will store the personal data which you provide to us for 4 weeks. Once the identified purpose comes to an end, unless there is another identifiable purpose for which it is necessary to hold on to your information, we will delete your information.
12. Storing your information and deleting it
13.1 In relation to the information which we hold about you, you are entitled to:
13.1.1 Ask us for access to the information;
13.1.2 Ask us to rectify the information where it is inaccurate or is incomplete;
13.1.3 Ask us to erase the information and take steps to ask others who we have shared your information with to also erase it;
13.1.4 Ask us to limit what we do with your information; 13.1.5 Object to our use of your information and ask us to stop that use;
13.1.6 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).
13.2 Our obligations to comply with the above rights are subject to certain exemptions.
13.3 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.
13.4 To exercise any of the rights referred to above, you should contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing data.protection@sanctuary-housing.co.uk.
13.5 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.