Introduction

This statement explains how we will treat personal information. This statement applies equally to information we process for our clients, staff, donors or any other parties.

Collecting and processing personal information

Transform’s strategic aim is to help vulnerable people live independent and fulfilling lives. In order for us to provide an effective and efficient service, we inevitably collect, process and manage large volumes of special categories (sensitive) personal data relating to our clients. In addition, in order to provide our service, we also hold special categories personal data relating to our staff. The special categories of data includes data relating to gender, race or ethnic origin, health data, criminal convictions, sexual orientation and so on. We have a duty to ensure that this data is subject to a higher degree of data security and to ensure that this data is only used for the purpose for which it was collected (fair processing). We ensure that the processing of such personal data does not infringe the individual rights and freedoms of our clients and staff. 

Disclosing personal information

During the course of our business we will restrict disclosure of personal information to only limited individuals (i.e. relevant staff members, insurers, professional advisors, agents, suppliers or subcontractors) where necessary and in line with our confidentiality policy and procedures. In certain exceptional circumstances, for example to comply with the law or to defend any legal proceedings, we may have to disclose information to third parties.    

Retaining personal information

Personal information will be retained in accordance with our data retention policy, which is designed to comply with our legal obligations in relation to the agreed data retention periods. For example, we will keep financial data for six years and we will keep data relating to tenants for 16 years. The personal information that we process for any purpose shall not be kept for any longer than is necessary for that purpose and will be deleted after that period.

Security of personal Information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of personal information. All personal information that is stored electronically is stored within our secure, encrypted, ISO 27001 compliant data centre managed by our Cloud service provider Node 4.

Your rights

You may instruct us to provide you with any personal information we hold about you, with appropriate evidence of identity (photocopy of passport certified by a solicitor or bank, plus original copy of a utility bill showing the current address). We may, in certain circumstances, need to withhold specific information where this is required/permitted by law.

Donor information

You may instruct us at any time not to process your personal information for marketing purposes. In practice you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

Websites 

We are committed to safeguarding the privacy of the visitors to our websites. You may visit Transform’s websites without revealing any personal information. Alternatively, if you request any specific information, provide feedback, participate in direct marketing initiatives or apply for a job online you might be disclosing your personal data to us. This will be treated in accordance with the principles set out in the Data Protection Act 1998 (now revised to comply with the General Data Protection Regulations-GDPR 2018). We will take all reasonable steps to ensure that your personal data is protected against unauthorised access and it will not be disclosed or sold to another company or organisation. The only time we may disclose your personal data is when we are legally bound to do so or as required by the regulators.

International data transfers  

The personal information that we collect is stored within the United Kingdom. However the limited personal information held in our websites is transferred and stored with our webhost in the United States of America. Moreover the personal information held in our websites may be available through the internet around the world. We cannot prevent the use, or misuse, of such information by others. You expressly agree to the transfer of personal information described above.

Amendments

We may update this statement from time to time by publishing a new version on our website. You should check this page occasionally to ensure that you are happy with any changes in the policy. We may notify you of changes to this statement by email or on our website.

Data protection registration

We are registered as a data controller with the UK Information Commissioners Office.

Our data protection registration number is ZA 1600063

Our details

Our websites are owned and operated by Transform Housing & Support

We are a:

  • Registered Company in England & Wales (Company No 01057984)
  • Registered Charity (No 264133).

Registered Office: Brademere House, Brook Way, Leatherhead Surrey KT22 7NA

You can contact us by:

Our Data Controller is Ratna Sukumaran, who can be contacted on rsukumaran@transformhousing.org.uk