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Privacy statement and policy

Privacy statement

Fife Housing Group* needs to collect and use personal data about its customers (tenants, residents, other service users and applicants), board members, contractors and colleagues, in order to serve our customers and manage our resources effectively.

Fife Housing Group will respect the privacy and information rights of individuals and process this personal data in accordance with the Data Protection Act 1998 (DPA).

The information you provide to Fife Housing Group will be used as follows:

  1. We will record personal data about you and may use it for: property management; accounts and records; colleague, agent and contractor administration and engagement; relevant welfare services, advice and support; customer, colleague and asset security; and research. This may include disclosing your information to our service providers and agents in limited and controlled circumstances for these purposes.
  2. We may disclose your personal data for relevant reasons to other organisations we work with, such as Local Authorities, Social Services, the Police and other enforcement agencies, other landlords and referral/support agencies or Government agencies, credit reference agencies and utility companies. Disclosure in such cases will be in accordance with agreed data processing agreements or information-sharing protocols. Sharing your personal data will only be done where we consider there is a compelling reason to do so.
  3. To check your identity, to prevent fraud and to help us to make decisions about you, we may seek references and search the files of credit reference agencies who will record any credit searches on your file. The information obtained may be used to assist a discussion about your ability to pay the rent charge or to purchase a property.
  4. If our colleagues or agents obtain allegations or evidence of violent or abusive behaviour towards our colleagues, agents or customers, this may be recorded. In the interests of health and safety this information may be disclosed to agents acting on our behalf.
  5. To make sure we follow your instructions correctly and to improve our service to you through training of our colleagues, calls you make to us may be monitored and recorded.

Fife Housing Group may keep personal information which we collect for a reasonable period for any of the purposes mentioned above in accordance with our retention policy.

The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed outside the EEA. By submitting your personal information, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with our privacy policy.

You may request us to stop processing your information at any time by e-mailing info@fifehg.org.uk and, if you are unhappy with how we have processed your information, you may lodge a complaint with the Information Commissioner’s Office.

If you would like to know more about your information rights, the Data Protection Act, or your right to see information we hold about you, please read our privacy policy below, visit our website fifehg.org.uk, email info@fifehg.org.uk or call us on 08000 274 007.

* Fife Housing Group is a trading name of Fife Housing Association Ltd and PACT Enterprises Ltd. For clarity, Fife Housing Association Ltd should be recognised as the registered data controller.

Privacy policy and terms of use

Please read this policy carefully as it sets out the terms upon which this website is made available for your use and how we use the personal information we collect.

In this policy, ‘we’, ‘us’ and ‘Fife Housing Group’ refer to all of the entities within Fife Housing Group. You can find out more information about which companies form Fife Housing Group on our website.

By using our website, you agree to this policy. If you do not agree, please do not use our website or submit any personal information to it.

Contents

  • What personal information do we gather?
  • What do we do with the information we collect?
  • Direct marketing
  • Visitors to our website
  • Use of cookies
  • Do we share the information we receive?
  • Complaints or queries
  • Disclosure of personal information
  • Access to personal data
  • Third party personal data
  • Security
  • Phishing
  • Links to other websites
  • Terms of use
  • Changes to this privacy policy and terms of use
  • How to contact us

What personal information do we gather?

We collect information about you when you contact us and report issues to the Fife Housing Group using online forms. The information from these forms reaches us via email and is passed to and processed by the relevant colleague accordingly. Whilst certain information is mandatory as indicated by an asterisk (*), other information is optional.

The information you provide to us will assist us in improving our products and services, so we would invite you to submit as much information as you are willing to provide. We may also retain copies of any correspondence you send to us and we will keep details of your registration history with us.

Please be aware that some of the telephone lines published on our websites are recorded for training and quality purposes.

 We also collect website usage information using ‘cookies’.

What do we do with the information we collect?

The information you provide to us is used to provide you with services (whether available via the website or offline). We also use the information for:

  • Internal record keeping;
  • Account management;
  • Improving service delivery;
  • Answering your queries;
  • Contacting you for research and surveys; and
  • Contacting you with updates about events, services and other information we think may be of interest to you, if you agree.

We may contact you by email, phone, or post, unless you have requested that we do not to do so.

We may keep personal information which we collect for a reasonable period for any of the purposes mentioned above in accordance with our retention policy.

Direct marketing

We would like to provide you with updates about events, services and other information that we believe may be of interest to you. We may send you such information by email, post, telephone unless you have asked us not to do so.

You have a right at any time to stop us from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes, please email info@fifehg.org.uk. We will also always give you an opportunity to unsubscribe from our marketing email updates in each communication we send to you.

Do we share the information we receive?

We may share your personal information with companies performing services on our behalf (such as maintenance or courier services) who will only use the information to provide that service. We may also share your personal information with other members of our corporate group, or a purchaser or potential purchaser of our business.

In some circumstances, we may be required by law to disclose your personal information, to, for example, government bodies or law enforcement agencies.

Visitors to our website

When you visit our website, we will collect standard internet log information and details of visitor behaviour patterns, as well as other website user patterns. We do this to find out details on the number of visitors to the various parts of our website. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting and will not associate any data gathered from our website with any personally identifying information from any source.

Additional services may be made available to you if you choose to register with Fife Housing Group. In this case, on registration, you will make us aware of your identity and your activities on our website and information about your computer may be linked on our systems to you.

Use of cookies

Our website uses cookies to distinguish you from other users of our website.  A cookie is a small chunk of data that is sent from the website’s server to the user’s browser and stored on their individual hard drive. Our website uses cookies to remember user preferences and to store data within a session. The data stored within a session is lost once the browser is closed. Limiting cookies may affect the functionality of our website.

In compliance with the Privacy and Electronic Communications (EC Directive) Regulations 2003 (in response to the EU e-privacy directive) we present details of the cookies we use and options for not allowing cookies during your online navigational activities on our website.

Our website asks for your permission to allow cookies to be used. If you do not allow cookies and continue to navigate around the site then selected functions of our website may not work.

The individual cookie files we use and the purposes for which we use them are as follows:

 Functional cookies – the cookies listed below cannot be disabled, as each of them is needed for the functionality of our website.
Cookie name  Cookie information
_gat (Google Analytics) This cookie does not store any user information, it is just used to limit the number of requests that have to be made to doubleclick.net.
Viewed Cookie Policy This Cookie Policy applies to any websites, branded pages on third party platforms (such as Facebook or YouTube), and applications accessed or used through such websites or third party platforms. By using the Fife Housing Group website, you are consenting to our use of cookies in accordance with this Cookie Policy. If you do not agree to our use of cookies in this way, you should set your browser settings accordingly or not use the Fife Housing Group. If you disable the cookies that we use, this may impact your user experience while on the website.
 Third party cookies – third party cookies that are used on our website can be disabled, more information on this can be found on the Google website.
Google Analytics

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Google Analytics use cookies to track user activity, which is used to generate reports within the Analytics interface. To disable these cookies please see gooogle.com/intl/en/privacypolicy.html

To opt out of being tracked by Google Analytics across all websites visit tools.google.com/dlpage/gaoptout

Browsers

Many browsers are set to automatically accept cookies. If you are using Microsoft’s Internet Explorer, Mozilla Firefox, Google Chrome or Safari you should be able to configure your browser to restrict or block cookies, or you may wish to delete them, by going to your browsers settings.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit allaboutcookies.org.

Complaints or queries

Fife Housing Group tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This policy provides an overview of Fife Housing Group’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed upon request. Any requests for this should be sent to the address below.

Disclosure of personal information

In most circumstances we will endeavour not to disclose personal information without consent. However, when we investigate a complaint, for example, we may need to share personal information with the organisation concerned and with other relevant bodies. Any disclosure of personal information will be in accordance with the terms of [The Data Protection Act 1998].

Access to personal data

Fife Housing Group tries to be as open as it can be in terms of giving people access to their personal information. The Data Protection Act 1998 gives you the right to request a copy of the personal information that we hold about you. A £10 fee will be payable when such a request is made. If you would like a copy of the information held on you by the data controller (Fife Housing Association Ltd.), please contact us using the details provided below.

If you think any information we have about you is incorrect or incomplete, please write or email us as soon as possible. We will use reasonable endeavours to correct or update any personal information about you when we are made aware of errors or omissions.

Third party personal data

Where you submit information for another person, you confirm that they have consented to you acting for them and to the processing of their personal information, and that you have informed them of our identity and the content of this policy and terms of use.

This policy and terms of use will apply to any such third party personal information in the same manner that they apply to your own personal information.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed outside the EEA. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with our privacy policy.

All information you provide to us is stored on our secure servers. Unfortunately, the transmission of information via the internet is not completely secure. Although we will take all reasonable measures to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.

Phishing

“Phishing” is the name given to attempts to steal personal details and financial account details from a website user. “Phishers” use fake or “spoof” emails to lead users to imitation websites where the user is tricked into entering their personal details, such as credit card numbers, usernames and passwords. Fife Housing Group will NEVER send e-mails asking you for such details and our staff will NEVER ask you for any passwords. If you do receive such an email or are asked for a password by anyone claiming to represent Fife Housing Group, please forward the email to spam@fifehg.org.uk or call us to report the incident as soon as possible.

Links to other websites

This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy policies on any other websites you visit and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.

Terms of use

We are committed to ensuring that the information contained on this website is accurate and up-to-date. However, the information contained on our website is for guidance only and we make no representation or warranty as to its accuracy or completeness.

None of the information contained on this website is intended to form any part of a contract between you and Fife Housing Group.

The information contained on this website is subject to change without notice so you may wish to check it each time you submit personal information to us.

We shall not be liable for any loss whatsoever, including direct, indirect, incidental, consequential or cumulative losses or damages arising out of the use or inability to use these pages, any errors, misrepresentations or omissions on the material contained on them.

You agree that the material downloaded or otherwise accessed through the use of our web pages is obtained entirely at your own risk and that you will be entirely responsible for any resulting damage to software or computer systems and/or any resulting loss of data. 

Changes to this privacy policy and terms of use

We keep our privacy policy under regular review. This privacy notice was last updated in June 2017.

How to contact us

Requests for information about our privacy policy can be emailed to our Company Secretary via the email address info@fifehg.org.uk or in writing to:

Fiona Nicholl

Company Secretary

Fife Housing Group

7 Pitreave Court

Pitreavie Business Park

Dunfermline

Fife

KY11 8UU