VINCENT HOUSING ASSOCIATION

 PRIVACY POLICY

Vincent Housing Association Limited (trading as Vincent House) is committed to protecting your privacy. This privacy policy explains our data processing practices, how we comply with English data protection laws, and your options regarding the way in which your personal data are used. If you have any requests concerning your personal information or any queries with regard to our processing, please contact us at our registered office Vincent House, 5 Pembridge Square, London W2 4EG.

This privacy policy concerns all our data protection and privacy related activities apart from our website. The website is covered by our website privacy policy.

Vincent House is registered with the Information Commissioner as a data controller for the purposes of English data protection laws. This does not mean that so far as regards any specific item or set of items of personal data that we are to be regarded as the data controller in that respect.

We process four types of personal data being data concerning: contacts (excluding client contacts), client contact information, employees and certain other personnel. This policy applies to all those whose data we process.

Contacts Database

Vincent House is committed to safeguarding the privacy of contacts held on its Contacts Database.

The information we collect

Data is derived from various sources, including:

contacts made by employees during the course of their business (including, but not limited to the exchange or giving of business cards and the receipt of booking information);

information arising from the submission of application forms on our website;

lists bought from reputable data houses and used according to their rules;

requests from individuals to be added to our lists;

responses to invites to seminars, functions and other events

How we use this information

Information about you is held on our Contacts Database. Also, you should read the information provided under “your rights” below.

This Information is used for:

mailing ‘know how’;

invites to events;

for collating general marketing information for strategic purposes. If information is used for the latter purpose, it will be used in such a manner that your anonymity is guaranteed on an external basis.

Internally, all our employees and any third parties we engage to process your personal information are obliged to respect the confidentiality of your information.

You are allocated to mailing lists according to either a) your own requests or b) our belief as to which of our services would be of relevance and importance to you.

On every mailing we send out, we offer you the opportunity to opt out of any future mailings of that type, or indeed, request to be completely removed from our contacts database. Please see the privacy wording at the end of each individual mailing for specific details.

How we will not use this information

We will not sell your data or disclose it to any other outside of our firm save as is necessary in the event of a merger, acquisition or restructuring.

 

Client information (client and supplier contact information and individual clients)

Vincent House is committed to safeguarding the privacy of its individual clients or any corporate client with contacts who are individuals.

Information about you is held in our filing system. You should read the information provided under “your rights” below. We will use the information for contacting you.

The information we collect

The information we collect is likely to be derived from you via the booking process but in some cases we will collect it from other publicly available sources of information or from your principal. We will only do so for the purposes of executing your instructions or those of your principal, if corporate.

How we use this information

placing names and other personal data into documents (including correspondence)

placing names and other personal data into our contacts database

contacting you for the purposes of engendering positive relations, seeking further work, taking instructions, seeking references, making billing and account enquiries and seeking consent to carrying out further or different processing activities.

How we will not use this information

We will not sell your data or disclose it to any other outside of our firm save as is necessary in the event of a merger, acquisition or restructuring.

 

Employee, worker and partner information

Vincent House is committed to safeguarding the privacy of its employees, workers or other personnel. We include in this heading information relating to people who carry out work for us but who cannot be described as employees, workers or partners.

The information we collect is likely to be derived from you but in some cases we will collect it from other sources of information made available to us.

How we use this information

We will only use the information you provide to us for the purposes of monitoring and conducting our relationship with you in your capacity as you carrying out work for us. This will include remuneration & pay, holiday entitlement, appraisals at work, awareness of regulatory, safety and health matters, disciplinary matters, termination and work performance and work instructions.

How we will not use this information

We will not sell your data or disclose it to any other outside of our firm save as is necessary in the event of a merger, acquisition or restructuring.

General

Can you give us information about another person?

If you give us information about another person then we accept it on the understanding from you that you have made the other person aware of how we will use and disclose their information and the other person has given you permission to provide their details to us. You should not provide us with others’ personal information if this is not the case. We accept information about you from other persons on the same basis.

Other Processing

We reserve the right to contact you for the purpose of ascertaining new or further means of processing data.

Current Processing systems

We will keep all data for a period of 7 years from the date of last access. Thereafter we will keep those data in a backup file maintained in a secure environment (which may be isolated or online) which can only be accessed with the permission of the management committee or by order of the court or by way of a data subject access request.

Security

We use up-to-date data storage and security techniques to protect your personal information from unauthorised access, improper use or disclosure, unauthorised modification or unlawful destruction or accidental loss. All our employees and any third parties we engage to process your personal information are obliged to respect the confidentiality of your information.

Other websites

Our website may contain links to other websites outside our control and which are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

Your rights

You have the right to apply for disclosure of your personal data but only in accordance with the relevant legislation. You are also entitled to draw any errors to our attention. We reserve the right as to whether to heed that notice in the light of any enquiries or judgments we may make. Please contact richardt@vincenthouse.co.uk.