The Rooftop Living recognises that all individuals have a right to expect their personal information will be collected, processed and shared in line with the Data Protection Act 1998.
All the information you provide is made safe and secure in accordance with the Act. It will be used to update your records and will be securely stored on our computer system and in paper based files. Where necessary we will share relevant information with 3rd parties for example partnering agencies, Government or statutory bodies. We will also share information with tour maintenance contractors to assist them in carrying out repairs and maintenance in your property.
We will share your information in a secure manner and will only do so in order to fulfil our obligations to you as a customer or if required to do so by law. For example:
- For the prevention and/or detection of crime and fraud.
- For the apprehension and/or prosecution of offences
- For the assessment and/or collection of tax or duty owed.
- In connection with legal proceedings.
- Where disclosure of physical or mental health is required to protect you or others from harm.
- For research and statistical purposes
- To carry out contractual obligations
- To enable 3rd parties to carry out duties on our behalf.
- To comply with the law.
We also collect “sensitive” personal information which includes details around your age, disability, ethnic origin, religion, sexual orientation and medical conditions. We understand that you may not feel comfortable answering some of these questions and you may consider them private but we ask these questions firstly to make sure that we do not discriminate against any of our customers but secondly because we recognise that a person’s age, disability, ethnic origin, religion, sexual orientation or medical condition may affect their choice of home, the area they want to live in or the services we provide.
Understanding the diversity of our customers is very important to us and will help us work towards providing homes and services that meet the needs of everyone and help us plan for the future. If you feel uncomfortable providing this “sensitive” information about yourself you can say “No”.
From time to time, Rooftop Living may take part in the National Fraud Initiative. This will mean we will share your information with other organisations, for example, the Audit Commission. Dependant on the circumstances we may inform you when we are taking part in these schemes by giving you notice of what we are taking part in, what information will be shared and how it will be secured.
If you would like more details on the full set of initiatives, they are set out in the Audit Commission'sguidance, which can be found at www.audit-commission.gov.uk/nfi
The data matching by the Audit Commission is subject to a Code of Practice. This can be found at:
and in the downloads section to the right.
Answers to some frequently asked questions about Data Protection can be found below:
DATA PROTECTION - FREQUENTLY ASKED QUESTIONS
Q. How does the Data Protection Act protect personal data?
A. By setting rules and conditions which all users of personal information (Data Controllers) must obey when obtaining and using information about you. The Act also provides you with certain rights which the data controllers must respect.
Q. What are my rights?
A. To ask Rooftop Living if it holds personal information about you and to be given access to that information and to be given details about purposes for which Rooftop Living uses information and other organisations to whom it is disclosed. You have the right to ask for incorrect data to be corrected and to ask Rooftop Living to stop processing personal data that is likely to cause damage or distress.
Q. How do I ask to see information about me?
A. You should write to Rooftop Living asking to see your records and you will be sent a Subject Access Request Form for you to complete. You can also download a copy of the subject access request form here.
Q. Do I have to pay to see my information?
A. Rooftop Living charges a standard £10.00 fee.
Q. How long does Rooftop Living have to respond to my request?
A. Rooftop Living is obliged to reply promptly and, in any event, within 40 days, provided that you have paid the necessary fee and provided adequate proof of identity.
Q. How will I be given the information?
A. You will be given a copy to keep and check for accuracy. This will either be a printout from the computer or a photocopy of your manual records. You can ask for a different format if you wish.
Q. Is Rooftop Living entitled to withhold any information?
A. There are circumstances where Rooftop Living may find that, in complying with your request; information will be disclosed relating to an individual other than you. In these circumstances, unless that individual gives their permission to disclose the information, Rooftop Living will withhold any information that relates to an individual other than you.
Q. What do I do if the information is incorrect?
A. You can write to Rooftop Living telling them what information is incorrect and asking for it to be corrected.
Q. Who is the Information Commissioner?
A. The Information Commissioner’s Office (ICO) is responsible for regulating, enforcing and promoting good practice and transparency in the access and use of personal information. Organisations have to notify the ICT of all the purposes for which they will be process information. The ICO can be contacted at The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 01625 545 700 or you can visit the ICO website at www.ico.org.uk
Q. How do I know what type of information Rooftop Living is holding?
A. Rooftop Living has taken out a Notification under the DPA 1998 which lists all the information it processes. This can be found on the internet at www.dataprotection.gov.uk
Q. Can someone act on my behalf?
A. Yes, if you would like to appoint someone to act on your behalf (for example a relative or an organisation such as the Citizens Advice Bureau), you must inform Rooftop Living either by providing a power of attorney or by requesting an “Authorisation Form” from Rooftop Living. Once you provide the necessary information, your records will be updated and we will be able to deal with your representative on your behalf. You can also download a copy of the authorisation form here.