Privacy Notice: Referrals and Consent

Privacy Notice: Referrals and Consent

Privacy Notice

Ashley Community & Housing Limited (trading as ACH)

This notice covers details relating to your personal data, including what data we hold, how we use it and your rights. It is important that you read it.

1. Who we are and what we do?

ACH is a non-profit organisation dedicated to supporting newly arrived refugees as they navigate their new lives in the UK. We are committed to helping refugees integrate into society and achieve their full potential by offering comprehensive support services. Our programs include accommodation, advice, guidance, training, and employment assistance, all designed to address the unique challenges faced by refugees. Understanding the difficulties of starting anew in a foreign country, we provide individually tailored support with compassion and respect, empowering refugees to build a brighter future in their new home.

ACH collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the United Kingdom General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). We are responsible as 'controller' of that personal information. Our Data Protection Officer may be contacted by the contact details given below.

To enable us to provide you with the best possible support and service, we need to collect specific information about you ‘Personal Data’.

2. What data about you do we have?

We hold and use information that is called Personal Data. For example, as part of your occupancy, we usually know data such as your name, address, age, contact details, next of kin and proof of identity. We also hold information that is called Special Category Data. For example, we might know your ethnicity, religion, health details and sexual orientation. We use this to provide a more equal service for all residents.

3. Who holds this data and where did it come from?

ACH holds your data. Usually, we receive this directly from you at the start of your tenancy, throughout your tenancy, such as emails and phone calls, or through resident surveys. There may also be occasions when we are required to share information with other agencies, such as the local authority, police, health partners etc, where we feel they can better support you. Unless there is a compelling legal reason not to, you will be notified when this occurs.

4. What does ACH use my data for?

When we use your data, it is called processing your data. We use your data to:

  • Fulfil your tenancy/license agreement.
  • Assess your housing needs.
  • Provide you with a good service.
  • Provide you with support.
  • Fulfil our legal obligations.
  • For research purposes.
  • Equal opportunities monitoring.

We also share information with agencies such as contractors, so they can maintain your home. There may also be occasions when we are required to share information with other agencies, such as the local authority, police, health partners etc, where we feel they can better support you. Unless there is a compelling legal reason not to, you will be notified when this occurs.

5. Your rights

Under UK GDPR you have rights which you can exercise free of charge which allow you to:

  • Know what we are doing with your information and why we are doing it
  • Ask to see what information we hold about you (subject access request)
  • Ask us to correct any mistakes in the information we hold about you
  • Object to direct marketing
  • Make a complaint to the Information Commissioners Office
  • Withdraw consent at any time (if applicable)

Depending on our reason for using your information you may also be entitled to:

  • Ask us to delete information we hold about you
  • Have your information transferred electronically to yourself or another organisation
  • Object to decisions being made that significantly affect you
  • Object to how we are using your information
  • Stop us from using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us from delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals' rights under UK GDPR.

If you would like to exercise any of your rights, please contact our Data Protection Officer via the contact details given below.

6. How do you protect your personal data?

We take security very seriously and store data confidentially in electronic systems and secure paper files. We have a data protection policy that gives details of this. When your tenancy ends, we hold your data as part of our records for up to six years and then delete it.

7. Contact details.

If you need any further information about the way we process your data, please contact our Data Protection Officer (DPO) who can be contacted at:

One West from ACH Data Protection Team (DPO)

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at one_west@bathnes.gov.uk.

Or call us on: 01225 395 959

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.