Genesis Residents is committed to protecting and respecting the privacy of all residents, management and staff with whom we are in contact.
This policy explains when and why we collect personal information about residents who visit our website, contact us, add their name to contact sheets at meetings, or become members through the website or through the paper membership form. It also explains the information we collect about others within Notting Hill Genesis (NHG). This policy also explains how we use data, the conditions under which we use it and how we keep it secure. Any questions regarding this policy and our privacy practices should be sent by e mail to firstname.lastname@example.org. This policy is consistent with the rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
Who are we?
We are an unincorporated association. We are classed under the GDPR regulations as a data controller and processor. That means we decide how personal data we receive is processed and for what purposes, and we also process it.
How do we collect information from you as a resident?
We obtain information about you when you (1) sign a contact sheet at meetings, (2) become a member through the website page or through the paper membership form (3) or through you contacting us through the website, Facebook page or by Twitter.
How do we collect information from you as a Board members, Shareholders, Executive team members or staff members
We collect data – e mail or other addresses – of the Board, Shareholders, Executive Team and senior staff as we negotiate with them or as we contact them for information about the policies of NHG or from publicly-available sources.
What type of information is collected from you?
The personal information we collect might include name, address, email address, phone number.
What do we use the information for?
We use our website, e mail, and Facebook page to keep in contact with residents who are supporters, members and those who want to update themselves on NHG. To do this we give information about meetings, events, protests, actions, NHG policies, national policies and form time to time we invite donations in order to fund Genesis Residents. We also receive and process information regarding membership applications and renewals, as well as details when members first sign on as members.
Concretely we use your information to:
Alert residents to meetings, events, protests, and actions
Seek residents views or comments on our policies and practices towards NHG.
Notify residents of current – or changes to – policies and practices of NHG or the national housing association movement ( for example policies relating to the sale of social housing)
Send material to residents on national housing policies (for example government policies on rent);
Process a donation that residents have made (through Pay Pal);
Process applications or renewals of membership;
With respect to Board, Shareholders, Executive Team and Senior Staff we use data to contact them to negotiate on a wide range of issues which are detailed below in ‘What is our legal basis for processing your personal data.’
Review of retention period for personal information
We review our retention periods for personal information on a regular basis, at least yearly.
We will hold personal information on our systems only for as long as is necessary for the relevant activity. But it should be noted that the process of building a strong resident movement within NHG is measured in years, not months of weeks, so data may be retained over a long period of time to carry out this task.
What is our legal basis for processing your personal data?
Our lawful basis for processing general personal data for residents is based on the consent of the resident.
With respect to Shareholders, Executive Team members, Board members and staff of NHG our lawful basis is ‘legitimate interest.’ We have a legitimate interest in being able to contact all these individuals in order to negotiate on behalf of resident(s) or bring to the attention of those in authority: corruption, wrongdoing by staff, failures in carrying out stated policies, breaches of the Rules of NHG, breaches of relevant legislation or regulation – in particular charity law, failure to carry out stated NHG policies, potential damage to the good name of the housing association movement as a whole, as well as breaches of the Homes and Communities Agency ‘Standards’ or other guidance including the Tenants Empowerment and Involvement Standard.
Your consent as residents
We will directly ask you for consent to process data: When you sign up for any email or supporters list or membership form; when you register for membership directly on our website or through paper forms or over the phone. Also when we take contact lists at our meetings.
Who has access to your information?
We will not sell, rent or give your information to third parties.
We will not share your information with third parties for marketing purposes.
When you are using our secure online donation page (Pay Pal) your donation is processed by a third party payment processor, who has their own policies on secure online capture and processing of such transactions.
You have a choice about whether or not you wish to receive information from us. We will not contact you by email, phone or text message unless you have given your prior consent.
How you can access and update your information or ask us to delete all information on you
The accuracy of your information is important. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us on email@example.com
You have the right to ask for a copy of the information Genesis Residents hold about you
You can tell us to delete all information about you, or unsubscribe, by e mailing firstname.lastname@example.org
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely.
Non-sensitive details (your email address etc.) may be transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best efforts to ensure its security on our systems by encryption.
We do not ‘profile.’ We do not control or process anyone’s data aged under 18. We do not process data internationally.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. Turning cookies of may result in a loss of functionality when using our website.
Links to other websites
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Membership and supporter lists are encrypted.
How to make a complaint?
To exercise all relevant rights, queries or complaints, please in the first instance contact us via email us email@example.com
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
Review of this Policy