www.derbyhomes.org Open in urlscan Pro
2606:4700:20::681a:79a  Public Scan

Form analysis
1 forms found in the DOM

GET /search/

<form class="[ form ]" action="/search/" method="get">
  <div id="hp-search" class="[ form__group ]">
    <label for="search-site-popover" class="[ sr-only ]">What are you looking for?</label>
    <input class="[ form__field ] [ full-search__input ]" type="search" name="q" placeholder="Enter keyword to search" id="search-site-popover">
    <button class="[ btn ] [ full-search-temp__submit ]" type="submit">Search</button>
    <!-- <p class="[ form__group-description ] [ text-right ]">Hit Enter to search or ESC to close</p> -->
  </div>
</form>

Text Content

Skip to content
About cookies on this site

This website uses cookies to improve your experience and analyse information on
site performance and usage. Learn more about how we use cookies.

Allow all cookies Cookie settings
My Account
Search
Derby Homes logo
My Account Services


SERVICES MENU

Close
 * Coronavirus
 * About us
 * Your home
 * Repairs and maintenance
 * Find a home
 * Advice and support
 * Community
 * Jobs and apprenticeships
 * News

Search
x

Coronavirus (COVID-19)

Read how Coronavirus (COVID-19) is affecting services.

 * Home
 * Site info
 * Fair Processing Notice
   


FAIR PROCESSING NOTICE

This Fair Processing Notice is a public document available to anyone and applies
to customers, employees, board members, contractors, volunteers, and members of
the public who approach Derby Homes Limited (‘us’, ‘we’, ‘Derby Homes’). It will
explain how the organisation collects and processes personal information in
order to conduct normal business activities as a Registered Provider of Social
Housing and management agent, company and employer.

Derby Homes is a Registered Provider of Social Housing (RP) regulated by the
Regulator of Social Housing (Register No 4576). Derby Homes is a company limited
by guarantee with company number 4380984. Normal activities can be summarised
as:

 * Providing social housing.
 * Housing management services.
 * Property and grounds maintenance and repair.
 * Managing housing, tenancy/lease and account as landlord/ Management Agent.
 * Operate the housing register and carry out homeless functions on behalf of
   Derby City Council

We also provide additional services including:

 * Help with organising and assisting community events.
 * Offering opportunities to be involved (co-regulation).
 * Adaptations made to the properties we manage and private sector properties.
 * Additional support for individuals identified to be in need of short-term
   assistance.
 * Welfare advice

Derby Homes Limited collects holds and processes a considerable amount of
information, including personal information about the residents, contractors and
employees, to allow it to provide services effectively.

Derby Homes recognises that this information is important to residents and that
it is responsible to residents for the information it holds about them. As such,
it takes seriously its responsibilities under the GDPR and the Data Protection
Act 2018.

The General Data Protection Regulation (‘GDPR’) and Data Protection Act 2018
legislation replaces the Data Protection Act 1998, giving more rights to you as
an individual and more obligations to organisations holding your personal data.

One of the rights is a right to be informed, which means we have to give you
more information about the way in which we use, share and store your personal
information.

This Fair Processing Notice informs you about the increased rights you have in
relation to the information we hold on you and the legal basis on which we are
using it.

Derby Homes Data Protection Policy


IF YOU HAVE ANY QUESTIONS REGARDING YOUR RIGHTS OR WOULD LIKE TO MAKE ANY
REQUESTS RELATED TO THEM, PLEASE CONTACT OUR DATA PROTECTION OFFICER.

Data protection - Contact details


DATA PROTECTION OFFICER

The Data Protection Officer for Derby Homes is Taranjit Lalria and he can be
contacted at the following address: Information.Governance@derbyhomes.orgOpens
in new tab

You can also contact the data protection officer at:

Data Protection Officer
Derby Homes Limited
839 London Road
Derby
DE24 8UZ


INFORMATION COMMISSIONERS OFFICE (ICO)

For more information regarding data protection issues you may wish to contact
the Information Commissioners Office (ICO) at casework@ico.org.ukOpens in new
tab

You can also contact the Information Commissioners Office at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

For more information about the ICO visit: www.ico.org.ukOpens in new tab

Who we are

Derby Homes is the data controller for information it collects from residents,
employees and contractors of Derby Homes, and is the joint data controller for
information collected on behalf of Derby City Council. This means that we have
to look after all the personal information we collect and use and make sure that
it is done so proportionately, correctly and safely. We are listed on the
Information Commissioner’s Office (“ICO”) register of data controllers with
registration number Z6727964.

If you require general information about the General Data Protection Regulation
and the Data Protection Act 2018, information is available on the Information
Commissioners website at: www.ico.org.ukOpens in new tab

How we collect your information

Derby Homes collect information from you via a variety of sources, including
when you apply for one of our properties, services, jobs or contracts, complete
one of our forms, when you call, write, e-mail or meet with us or respond to a
survey. We operate a CCTV system in certain locations for the detection and
deterrence of crime, which operates continuously and recordings are held for one
month.

From time to time we may operate CCTV/sound recording and / or use photography
to capture evidence of breach of tenancy, alleged anti-social behaviour or
crime. We may also take photographs at our events, at our properties and in our
communities to use for general marketing and publicity.

We may receive information about you from third parties including:

 * Councils or Government bodies
 * Police, welfare or support organisations, dealing with you including
   information provided by NHS or Adult Social Care professionals
 * Councillors, MPs or other representatives acting on your behalf/instruction.
 * Family members, Next of Kin or others with power of Attorney.
 * Other Housing Providers
 * Referring partners
 * Contractors

This list is not exhaustive.

What is personal data?

Personal data is information relating to an identifiable living individual.
Whenever personal data is processed, collected, recorded, stored or disposed of
it must be done within the terms of the data protection legislation.


IS SOME OF MY INFORMATION 'SPECIAL'?

Yes. Some personal information needs more protection due to its sensitive
nature. Information that relates to a particular characteristic such as:

 * Racial or ethnic origin
 * Political opinions
 * Religious beliefs or philosophical beliefs
 * Trade union membership
 * Genetic data
 * Biometric data (for example finger print evidence)
 * Sexual life
 * Criminal record
 * Prosecutions
 * Medical data
 * Criminal convictions and offences.


At Derby Homes we ensure that any special data that we collect has extra
protections in place to ensure that it is looked after safely and securely.

For more detailed information about what is personal data please see the
Information Commissioner’s at: www.ico.org.ukOpens in new tab

What information we collect about you

The information we require from tenant(s) and other customers includes:

 * Full name (and proof of your identity / photo ID)
 * Date of birth
 * National Insurance number
 * Contact details (e.g. phone(s), e-mail, correspondence address)
 * Details of next of kin and / or anyone authorised to act on your behalf if
   applicable
 * Basic details (name and date of birth) of all household residents
 * Proof of housing eligibility, any interest or equity in other property
 * Military service and dates of you or relevant relative
 * Other personal information that will vary on a case by case basis to help us
   to provide you with support or resolve breach of tenancy, alleged anti-social
   behaviour or fraud
 * incomes and outgoings
 * bank details
 * Address, including previous and forwarding addresses
 * Employment details

Employees and contractors may be asked for some of the same information where
relevant to the circumstances, plus;

 * Proof of ability to work in the UK
 * P45 where applicable
 * References

The information we may collect from you includes disabilities or
vulnerabilities, which we use to tailor our service to better meet your
particular circumstances and needs. We may use this information for safeguarding
of staff, residents or contractors.

If you do not provide this information then we may not be able to provide all
our services to you, and if a tenant or prospective tenant, ultimately you may
not be able to hold a tenancy with us. We will also be told about payments you
make to us and we may receive information from others about you, e.g. in the
event of complaints or alleged breaches of your tenancy.


TECHNICAL COMPUTER INFORMATION

This is information about the computer/smart phone/tablet used to access a
website, platform or portal. This information is usually collected through
cookies and can include the IP address, operating system and browser; if
accessing through a smart phone this can also include the phones unique ID.

What processing we do with information collected

Derby Homes collects, holds and uses personal data to allow it to provide
services to the residents of Derby Homes, Derby City Council and external
landlords. These services include, amongst others, providing, managing and
maintaining homes, collecting rent, providing advice to residents and processing
applications for homes. The performance of a Tenancy Agreement is usually the
legal basis for processing tenants’ information. The performance of a contract
is the usual legal basis for processing information relating to employees and
contractors.

We will process personal data for the following purposes:

 * For the purpose for which you provided the information. e.g. processing
   information given on an application form for the purpose of processing your
   application, and to monitor Derby Homes in responding to your request
 * To allow Derby Homes to be able to communicate and provide services
   appropriate to your needs, e.g. informing relevant Housing Office about your
   bespoke needs and requirements to support your residency or employment
 * To ensure that Derby Homes meets its legal requirements, including
   obligations imposed under the Health and Safety Act
 * Where necessary for Derby Homes Law Enforcement functions, e.g. gas safety
   checks etc, where Derby Homes is legally obliged to undertake such processing
 * Where the processing is necessary for Derby Homes to comply with its legal
   obligations, e.g. the prevention and/or detection of crime
 * To process financial transactions including rent payments and benefits
   involving Derby Homes or where Derby Homes is acting on behalf of other
   government bodies, e.g. Department for Works and Pensions
 * Where necessary to protect individuals from harm or injury
 * Managing your account charges and payments, including arrears
 * Ensuring tenancy (or contract) conditions are complied with, such as dealing
   with anti-social behaviour or fraud
 * Plan, develop and improve our products and services
 * Assess your suitability for a job vacancy or to assess your suitability to
   become a Board member
 * Allow you to participate in volunteering activity with us

Derby Homes conducts surveys regularly and periodically relating to our services
in order to gauge satisfaction and make improvements based on feedback.

We may monitor and record communications with you (such as telephone
conversations and emails) for the purposes of quality assurance, staff training,
fraud prevention and dispute resolution.

Derby Homes will only use information where otherwise permitted under the
General Data Protection Regulation and the Data Protection Act 2018, e.g.

 * Disclosure to comply with legal obligations.
 * Derby Homes may also use your personal data, after it has been anonymised, to
   allow the statistical analysis of data to allow Derby Homes to effective
   target and plan the provision of services.


EQUALITIES INFORMATION

Derby Homes may use information about your ethnic background, first language,
gender, sexual orientation and age ('equalities data') for the purposes of
compiling statistical data about the population of the residents and the take up
of Derby Homes by various groups, both to assist in complying with the equality
legislation and to assist Derby Homes in the effective planning and provision of
future services.

Such statistical data or statistical analysis will not allow the identification
of any specific individual nor will it have any impact on any individual’s
entitlement to Derby Homes’ services and facilities.

Such equalities data may also be used to allow Derby Homes to provide sufficient
assistance where required, e.g. to provide translation services or access
facilities.

Property information

Much of the data we use relates to our properties and their maintenance and
repair. We do not consider property information used in conjunction with the
property address to be your personal information. For example, the age of the
kitchen, results from a building survey, planning to replace windows or a repair
to a tap. We are usually happy to provide you with answers to questions you may
have about the property you are living in and work done to it. As soon as your
name, contact details or other personal information is used in conjunction with
property information, such as to complete a property repair visit, then this is
treated as personal information.

How does the law allow us to use and hold your personal information?

The law allows us to use your personal information in lots of different ways.

There are lots of legal reasons why we need to collect and use your personal
information. Sometimes it is required by law and its use is necessary to deliver
a service. It will include carrying out our regulatory, licensing and
enforcement roles and providing a wide range of Derby Homes’ services.

Personal data we hold about you will be processed for one or more of the
following reasons:

 * the processing is necessary in order for us to comply with our obligations
   under a contract between you and us, or because you have asked us to take
   specific steps before entering into a contract with you;
 * the processing is necessary for us to comply with a legal obligation;
 * the processing is necessary for our legitimate interests (or the legitimate
   interests of a third party) unless your interests in data privacy and
   security override our legitimate interests.
 * you have consented to the processing for the specific purposes described in
   this notice;

Sometimes we will need your consent to process the personal information. If you
have provided consent this can be removed at any time. If you want to remove
that consent please contact the data protection officer at:
Information.Governance@derbyhomes.org and tell us which service you are using so
that your request can be dealt with. This only applies where information is not
necessary for the performance of our functions as indicated above – that is
where the information is given voluntarily.


INFORMATION ON YOUNG PEOPLE AGED 13 OR UNDER

If you are aged 13 or under, we ask that you get your parent/guardian’s
permission before you provide us with your personal information.

How we will communicate with you

Derby Homes needs to communicate with tenants, employees and contractors, this
will usually be in writing (including e-mail and SMS), telephone or verbally
during meetings. Our tenants receive our newsletter with information about what
is going on within the organisation. We are required by our regulator to keep
our tenants informed and to offer opportunities for involvement. We will only
discuss or communicate your tenancy with those named on the agreement or those
authorised (temporarily or permanently) by you. You can authorise someone
temporarily verbally over the phone or permanently in writing

Using your personal data - Maintaining high standards

To ensure that we maintain high standards, we will:

 * Recognise that any personal data handled by Derby Homes is held on behalf of
   that person and that we ensure we respect that responsibility
 * Adopt and maintain high standards in respect of the handling and use of that
   personal data
 * Only collect, hold and use personal data where it is necessary and
   proportionate to do so
 * Securely delete any personal data when no longer needed
 * Keep your personal data secure and safe
 * Not unnecessarily and without good reason, infringe the privacy of the
   residents, contractors or employees of Derby Homes
 * Consider and address the privacy risks first when planning to use or hold
   personal information in new ways, such as when introducing new systems
 * Be open with individuals about how we use their information and who we give
   it to
 * Make it easy for individuals to access and correct their personal information
 * Ensure that there are effective safeguards and systems in place to make sure
   personal information is kept securely and does not fall into the wrong hands
 * Provide training to staff that handle personal information and treat it as a
   disciplinary matter if they misuse or don’t look after personal information
   properly
 * Put appropriate financial and human resources into looking after personal
   information to make sure we can live up to our promises
 * Have a robust data strategy in place to protect against any disasters but
   also malware such as ransom ware
 * Regularly check that we are living up to our promises and report on how we
   are doing
 * Ensure that our processors adhere to their obligations with regards to data
   protection legislation

Who we share data with

Derby Homes may disclose personal data to third parties, but only where it is
necessary, either to comply with a legal obligation, or where permitted under
the General Data Protection Regulation and the Data Protection Act 2018 e.g.
where the disclosure is necessary for the purposes of the prevention and/or
detection of crime, or where it is necessary to allow a third party working for
or on behalf of Derby Homes.

Derby Homes will strive to ensure that any personal data in its care will be
kept safe and that where your information is disclosed to a third party, Derby
Homes will seek to ensure that the third party has sufficient systems and
procedures in place to prevent the loss of personal data.

Derby Homes may need to share personal information with government departments
and agencies, with our regulator and auditors, with Local Authorities, utility
companies or with other organisations and agencies, including the Police, where
we are legally allowed to do so.

We have an obligation to protect public funds from misuse and fraud. As a result
of this we are obliged to transfer some information to the Cabinet Office as
part of the National Fraud InitiativeOpens in new tab. The data held will be
used for cross-system and cross company comparison for the prevention and
detection of fraud.

Under the Homelessness Reduction Act 2017 the Ministry of Housing, Communities
and Local Government (DCLG) are overhauling the way it collects data from local
authorities on statutory homeless. We will share information at Homelessness
Case Level.

How do we protect your personal information?

We have a Data Protection Policy (which can be downloaded on the right hand side
of this page) which explains how we look after your personal information. We
also have lots of practical measures to protect your information such as:

 * Limiting access on systems to only those staff that need to access the
   information.
 * Providing training for staff to make them aware of how to handle your data
   safely and in accordance with the data protection legislation.
 * Having a clear desk policy and guidance about keeping sensitive data in
   locked places with limited access.
 * Having policies and guidance for staff who take special data out of the
   building and working at home guidance for all staff to follow.
 * Encryption of sensitive electronic communications such as e-mails as well as
   encryption of disks and memory sticks. Encryption is a means of ensuring that
   data can only be accessed by authorised users. This means that the
   information is hidden and cannot be read without a password.
 * Regular testing of our IT equipment and keeping up to date with regular
   security updates.

How long can we keep your personal information?

We only keep personal data as long as it is necessary to do so. Sometimes there
is a legal reason why we must keep the data for a certain period.

Information relating to a tenancy will be kept for as long as the agreement is
active or where money is owed on the account, and for a period not exceeding six
years afterwards. The basic history of who held a tenancy at which property and
when will be held in perpetuity.

If you would like to see how long your information is kept for you can download
our Retention Schedule to get more detail.

Derby Homes Retention Schedule 2018‌

What are your rights?


YOU CAN ASK FOR ACCESS TO THE INFORMATION WE HOLD ON YOU

This is known as a personal information request.

You are legally entitled to request access to any records held by Derby Homes
about yourself. Derby Homes will seek to comply with your request but there may
be some situations where it will not be able to do this in full, e.g. where
information held was given in confidence or when a professional thinks that it
could cause serious harm to you or another’s physical or mental wellbeing if the
information was given to you. Also, if we think that giving you the information
may stop us from preventing a crime.


YOU CAN ASK TO CHANGE INFORMATION THAT YOU THINK IS INACCURATE

If you receive a copy of your information and you find that any information is
inaccurate you have the right to ask us to correct the information. We may not
always be able to change or remove the information but we will correct factual
inaccuracies and add supplemental comments. In some cases we may also record
your comments to show that you disagree with information held about you. Whilst
Derby Homes tries to ensure that any personal data it holds about you is
correct, there may be situations where the information it holds is no longer
accurate. If this is the case, please contact the department holding the
information so that any errors can be investigated and corrected. You can also
make an application to the Information Governance Team to ask for any inaccurate
information to be rectified or if you think your information is incomplete you
can ask for a supplementary statement to be added to give an accurate picture.


RIGHT TO BE FORGOTTEN - YOUR RIGHT TO ASK FOR YOUR INFORMATION TO BE DELETED

You have the right to ask for information to be erased although this is not an
absolute right. If your data is no longer necessary for the purpose for which it
is collected you can ask for it to be erased. Again, where possible, Derby Homes
will seek to comply with your request but there may be some situations where it
will not be able to do this, e.g. where Derby Homes is required to hold or
process information to comply with a legal requirement.

Where your personal information has been shared with others we will do what we
can to make sure they also comply with your request for erasing the information.


A RIGHT IN CERTAIN CIRCUMSTANCES TO REQUEST RESTRICTION OF PROCESSING

You also have the right to ask Derby Homes to limit processing in certain
circumstances for example where you have contested the accuracy of information
held that is about you or if Derby Homes no longer needs the information
although again, there are some exceptions. For example we may need to hold or
use your information because we are required to do so by law. If this request is
approved this may cause delays or prevent us from delivering a service to you.


RIGHT TO OBJECT TO PROCESSING OF DATA IN CERTAIN CIRCUMSTANCES

You have the right in some circumstances to object to Derby Homes processing
your personal data in relation to any Derby Homes service. Where possible, Derby
Homes will seek to comply with your request but there may be some situations
where it will not be able to do this, e.g. where Derby Homes is required to hold
or process information to comply with a legal requirement, or where deletion of
this information may cause delays or hinder Derby Homes ability to provide
services to you. The right to object only applies in limited circumstances.


RIGHT IN CERTAIN CIRCUMSTANCES TO REQUEST PORTABILITY OF YOUR DATA TO ANOTHER
PROVIDER

You also have the right in certain circumstances to get a copy of your
information in an electronic form and re-use it with other service providers.
This right only applies to information processed by automated means or
information obtained by consent from you. It’s likely that data portability will
not apply to most of our services. 


RIGHTS IN CONNECTION WITH AUTOMATED DECISION MAKING, INCLUDING PROFILING

Where a computer makes decisions about you (which is known as automated decision
making) you can ask that these decisions are explained to you.

This means that you can question decisions made about you by a computer, unless
its required for any contract that you have entered into, required by law, or
you have given your agreement to this form of processing.

You also have the right to object if you are being profiled. This means that
decisions are made about you based on certain things in your personal
information. 


YOU HAVE THE RIGHT TO COMPLAIN

You have the right to complain about any matter relating to our services,
including how we use your personal data.

If you wish to complain about our use of your personal data you should complain
to our Information Governance Officer in the first instance. You may also
complain to the UK Information Commissioner’s Office (ICO)Opens in new tab.


TRANSFERRING INFORMATION OVERSEES

Where data is shared within the UK, or the European Union (EU), the third party
will be required to comply with and safeguard the data under the terms of the
Data Protection Legislation.

Your personal information will only be transferred to countries, outside of the
EU, whose data protection laws have been assessed as adequate by the European
Commission, or where adequate safeguards, such as the EU-US Privacy Shield, are
in place.


Previous

Next

Print this page
More in this section
 * Terms and conditions
 * Accessibility
 * Fair Processing Notice
 * Site map
 * Cookies
 * Contact us
 * Website relaunch
 * Service status

Derby Homes logo
 * About us
 * Privacy
 * Contact
 * Accessibility
 * Cookies
 * Languages
 * Jobs

Link to Twitter account Link to Facebook account Follow us on LinkedIn Link to
YouTube account

© 2022 Derby Homes   Designed by JaduOpens in new tab

Close
What are you looking for? Search

Cookies used on the site are categorized into 'necessary' and 'analytical'. You
can read about each category and allow or deny some or all of them. You can see
a list of cookies assigned to each category and detailed information on the
cookiesOpens in new tab page.

Necessary cookies Some cookies are required to provide core functionality. The
website won't function properly without these cookies and they are enabled by
default and cannot be disabled. Analytical cookies Analytical cookies help us
improve our website by collecting and reporting information on its usage.
Analytical cookies

Save preferences Allow all cookies