Privacy Policy

Customer Engagement and the ‘Have your Say’ platform

Information you need to know

 

This privacy notice covers Wythenshawe Community Housing Group (Data Controller) on how we will collect, use and share your personal data for the purposes of undertaking engagement with a range of stakeholders via Engagement HQ, which is a system provided by Bang the Table.

 

We, Wythenshawe Community Housing Group (WCHG) take our privacy obligations seriously and we’ve created this privacy policy to explain how we treat your personal information collected on this website. Personal information is information we hold which is identifiable as being about you.

 

Our collection, use and disclosure of your personal information is regulated by the UK General Data Protection Regulation (‘UK GDPR’) and the Data Protection Act 2018.

 

The software platform this website runs on and associated technology operations are provided by Bang the Table Pty Ltd. Click Here for the Privacy Policy governing their service.

 

WCHG is the Data Controller for your information. Further information on the Group can be found here: www.wchg.org.uk.     

 

The Customer Engagement / Resident Involvement team is part of WCHG and can be contacted at getinvolved@wchg.org.uk. WCHG’s Information Governance team can be contacted at InformationGovernance@wchg.org.uk 

 

What information are we collecting?

 

The categories of personal data being collected are:

  

  • Name
  • Email address
  • Postcode
  • What area you are most interested in
  • Your connection with WCHG
  • Age (optional)
  • Sex (optional)
  • Special category data: religion, ethnicity,
     For some specific projects, where it is of direct relevance, we may collect additional data if you choose to provide it.

 

Why are we collecting your data?

 

We collect and use your personal information so that we can undertake engagement with a range of stakeholders including employees, elected members, representatives of partner agencies, and members of the general public, panels and focus groups. This will enable the WCHG to meet its engagement and reporting requirements, undertake analysis and reporting of feedback, contact participants to report outcomes and invite them to future engagement opportunities. 

 

How we will use this data?

 

Profile information 

We collect personal information from you when you register to use this site and may collect special category data if you choose to provide it as part of the engagement programme. If you are a customer (tenant / leaseholder) of WCHG we may check use your profile information to check and update other sources of information we hold about you in connection with your tenancy, in order to treat you fairly and use your information accurately when offering or providing services to you. 

 

Engagement information

The content you create will be as a result of your interactions with this website. Content can include responses to surveys, comments on discussion forums, or any of the other engagement opportunities available here.

 

Usage information

We collect information about your usage of the site, such as pages visited, documents downloaded, etc.

 

What is the legal basis for processing the data?

 

The UK General Data Protection Regulations (GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful.  These relevant conditions are below: 

 

  • Article 6 (1)(a) consent; where you the individual has given clear consent for WCHG to process your personal data for a specific purpose.

 

  • Article 6 (1)(f) it is in our legitimate interests to use the personal data you have provided at sign-up for the purposes of checking and rectifying information we hold about you in other systems.

 

Some types of personal data are more sensitive than others, and need more protection. This is classed as ‘special category data’ and could include information about your racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership and the processing of genetic or biometric data, health and sex life and sexual orientation. 

 

We process this type of special category data as it is necessary for reasons of: 

 

  • Article 9 (2)(a) You have given your explicit consent. Your consent can be withdrawn at any time.

 

If we are sharing your data with others who are we sharing it with?

 

We may need to share your personal data with internal departments, other organisations and third parties supporting the Have Your Say platform, this will include Bang the Table Pty Ltd, our data processor.

 

How long we process your data for?

WCHG will only keep your information for as long as is necessary.     Following the closure of the project, data will be retained for 5 years and your information will be securely disposed of once it is no longer required.

 

The host website and access to personal and sensitive information (other than your profile name) will be accessible only to WCHG employees. Bang the Table Pty Ltd will use email addresses for transactional emails for registration verification as well as automated notifications relevant to use of the services. Where you agree to be part of further communication, engagement or consultation activities, which are targeted at specific groups, we may share your contact details with WCHG departments.

 

What are your rights and how can you exercise them

You have several rights over your data. These are the:

 

  • Right to withdraw consent 
  • Right to be informed (this right is met by this privacy notice)
  • Right of access to a copy of information we hold about you
  • Right to correct inaccurate data
  • Right to delete data if no longer needed
  • Right to restrict processing 
  • Right to data portability
  • Right to object to us processing your data

 

To exercise your rights you should get in touch with your usual WCHG contact in the first instance. For further details visit https://www.wchg.org.uk/privacy-notice/. If you wish to complain about the way WCHG has handled your information, you can contact the Group Data Protection Officer at dataprotection@wchg.org.uk. 

 

How can you contact the Information Commissioner’s Office?

 

The Information Commissioner’s Office (ICO) is the independent UK body set up to protect information rights in the public interest. The ICO can be contacted on:

 

Web: www.ico.org.uk. Tel: 0303 123 1113. Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF. 

 

For further information on your data rights and why they matter, visit www.ico.org.uk/yourdatamatters.