Data Protection and Privacy
In order for us to provide services and fulfil certain legal obligations, we need to make use of basic, and sometimes more sensitive, personal information about the people we deliver those services to and who work with us and for us. This includes people seeking housing and homeless advice, tenants, leaseholders, users of optional services (such as the assisted gardening scheme), employees (including past and prospective), Board Members, contractors and volunteers.
We ensure that any personal data we use is treated in a responsible way and in accordance with current Data Protection legislation. This means we comply with the Principles set out in the General Data Protection Regulation (GDPR) which state that personal data must be:
- processed lawfully, fairly and in a transparent manner in relation to individuals
- collected for specified, explicit and legitimate purposes
- adequate, relevant and limited to what is necessary
- accurate and, where necessary, kept up to date
- kept in a form which permits identification of data subjects for no longer than is necessary
- processed in a manner that ensures appropriate security of the personal data
These are shortened versions of the Principles. Full information about these and more about data protection legislation in general can be found on the Information Commissioner’s website.
What we collect, how we collect it, why we collect it and who we may share it with is some of the important information contained within our ‘Privacy Notices’. Our General Privacy Notice also includes important information about the following data rights which all individuals possess:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
Below are links to our privacy notice/s:
For further information about how we handle personal and confidential information, please see our Information and confidentiality policy.
Colchester Borough Homes uses Microsoft Office 365 as its primary email service. The Office 365 environment utilises the industry standard Transport Layer Security (TLS) encryption to secure all emails to compatible partners. This standard is a requirement for all government organisations to be part of the Public Services Network (PSN). Colchester Borough Homes makes use of Colchester Borough Council’s computer network and systems which are fully accredited to the Public Services Network (PSN).
Subject Access Requests
You have the right to apply for a copy of specific information held about you (known as a subject access request). To help you and to ensure confidentiality, we ask for any request to be made:
- in writing
- with sufficient information to locate the data requested
- with sufficient evidence to confirm your identity
Ways to confirm your identity include showing photo ID (such as driving licence) with a utility bill or other official correspondence to you at your home address.
To make a request, please fill in the Subject Access Request form below. Alternatively, please email firstname.lastname@example.org with the details of your request, or put them in writing to the address below:
Board Assurance Officer, Colchester Borough Homes, Rowan House, 33 Sheepen Road, Colchester, CO3 3WG
Please note: if you want to request information held by Colchester Borough Council you will need to apply separately. More information is available on the Council’s website here.
Any questions or concerns about your data or your data rights? Please get in touch.
If you have any concerns or questions relating to your data rights, or how we collect, use or store your data, you can raise these with our Data Protection Officer. The joint Data Protection Officer for CBH and CBC can be contacted by email via email@example.com. You can also complain to our Data Protection Officer if you are unhappy with how we use your personal data or how we uphold your data rights. For general advice on submitting a complaint, please see our Complaints and compliments page.
Impartial information about your data protection rights and the law can be obtained from the Information Commissioner’s website here.
DATA PROTECTION – SUBJECT ACCESS REQUEST
Application for a copy of personal data held by Colchester Borough Homes. If you require information from Colchester Borough Council, please email firstname.lastname@example.org.
Fields marked with * must be filled in.
- The information you provide in this form will be used solely for the purposes of processing your subject access request.
By submitting the form, I declare that I am the person identified above and that I will provide to CBH when requested, a photographic ID and a bill, or other official correspondence which shows my name and address.
To be completed by the applicant
* Field is required