Data Protection and Privacy Policy

As an organisation we are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our day to day business and managing operations. This personal information must be collected and handled securely. 

The Data Protection Act 2018 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices or in a manual file and includes email, minutes of meetings, and photographs.

A nominated company director will remain the data controller for the information held. Management, employees and contractors are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Directors, employees and contractors who have access to personal information will therefore be expected to read and comply with this policy.

Confidentiality

Share Home is committed to providing a confidential service and support.  Any information collected will only be used for the purposes for which it was gathered and will not be disclosed to anyone outside of the organisation without prior permission. 

All personal data will be dealt with sensitively in the strictest confidence.

Purpose

The purpose of this policy is to set out the Company commitment and procedures for protecting personal data. Directors regard the lawful and correct treatment of personal information as very important to successful working and to maintaining the confidence of those with whom we deal with. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen.

If you contact us by phone, email or writing:

If you exchange emails, telephone conversations or other electronic communications with our staff members, our systems will record details of those conversations, sometimes including their content.

When you contact us, we sometimes need to keep a record of the communication we have with you to operate, manage and develop our organisation.

Lawful processing

The lawful bases for processing are set out in Article 6 of the GDPR. At least one of these must apply whenever personal data is to be processed:

  • Consent - You have given Share Home your freely, specific, informed or unambiguous consent for your personal data to be processed for a specific purpose.

  • Contract performance - The processing is necessary for the performance of a contract you have with Share Home consent for your personal data to be, which had asked you to take specific steps before entering into a contract.

  • Compliance with legal obligation - The processing is necessary for Share Home to comply with the law for tax, social security obligation and employment purposes (not including contractual obligations).

  • Protection of vital interests - The processing is vital to an individual's survival.

  • Public interest - The processing is necessary for Share Home to perform a task that is in the public interest or for its official functions, and the task or function has a clear basis in law.

  • Legitimate interests: the processing is necessary for Share Home legitimate interests - The processing is necessary for UnLtd legitimate interests, or the legitimate interests of a third-party, unless there is a good reason to protect the individual’s personal data that overrides those legitimate interests.

Data rights

Your data subject rights are listed below:

  • The right of access.

  • The right to rectification.

  • The right to erasure or right to be forgotten.

  • The right to restriction of processing.

  • The right to be informed.

  • The right to data portability.

  • The right to object.

  • The right not to be subject to a decision based solely on automated processing.

Under the GDPR and the Act, you may ask for a copy of the information we hold about you and you may request rectifications be made to this information if it is inaccurate or not up to date. Please write to hello@sharehome.org.uk.

Sharing your personal data

We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any agreements, or to protect the rights, property, or safety of the organisation, or other individuals. This includes exchanging information with other companies and organisations for the purposes of safeguarding or other statutory regulations we have to comply with as well as those organisations with whom you and we have reciprocal agreements for providing services for education or professional development.

Protecting your personal data

The data that we collect from you will be stored using Amazon Web Services and hosted within the European Economic Area (“EEA”), as per the GDPR. We use the same cloud provider as HMRC.

If personal data is transferred outside the UK or EEA to a country without a designated adequacy rating, Share Home will request the data subject's consent before processing the data. 

Consent will not be sought where the processor's Binding Corporate Rules, Standard Contractual Clauses or adhoc contractual clauses stipulate that the data will be processed in accordance with the GDPR.

Third party websites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Security of your information

To help protect the privacy of data and personally identifiable information you transmit through use of this our website, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees' privacy responsibilities.

Complaints

For further information on your rights and how to complain to the ICO, please refer to the ICO concerns page on the website.

Address

Information Commissioner's Office, Wycliffe House, Water Lane, Cheshire, SK9 5AF

Phone

0303-123-1113 (local rate)