Privacy Policy
Privacy Notice for Residents
Wytham Hall Privacy Notice
About this notice
- 1.1 This notice sets out why, when and how we collect personal data, how we use it and keep it secure, and what your rights are in relation to it.
- 1.2 We may collect, use and store data about you as detailed in this notice, and will do so in compliance with the General Data Protection Regulation, details of which can be found on the website of the Information Commissioner’s Office at www.ico.gov.uk.
- 1.3 This notice may be reviewed from time to time but never retrospectively. You are advised to check for the latest version at www.wythamhall.co.uk.
- 1.4 For the purposes of GDPR, we are both the Data Controller and Processor of the personal data you provide. Other data processors include our third party website hosting company and our email provider.
- 1.5 This notice applies from the point at which you provide your personal data is collected.
2. Who we are
We are Wytham Hall Ltd and our registered address is:
117 Sutherland Avenue
London
W9 2QJ
United Kingdom
Email: enquiries@wythamhall.co.uk
The information we collect, how, and why
We collect personal information about you including:
- Name and address.
- Data of birth.
- Contact information, including email and telephone number(s).
- National Insurance Number.
- Address and housing history.
- GP name and address and contact information.
- Next of kin name and contact information.
- Medications, medical conditions and allergies.
- External support worker name and contact information.
- Immigration status.
- Name and amount of benefit claimed and details of outstanding loans and debts.
- Institutional history (if applicable).
- Employment history.
- Physical health history.
- Mental health history.
- Drug and alcohol use (if applicable).
We collect your personal information in the following ways:
- You provide the information directly to us.
- From your referrer in the form of a referral form.
- Each time you contact us or we contact you.
Your personal information will be used to:
- Administer your residence at Wytham Hall.
- Contact you for reasons related to your residence at Wytham Hall, licence, or Supporting People contract, for example to arrange a key work meeting.
- Contact you to gain access to your room, for example health and safety visits.
- Profile, in anonymised form, the resident profile of the charity, for example by age or gender. This information will be used for purposes such as ensuring Wytham Hall can meet the needs of its residents, to produce management information about the charity, to provide KPI returns for Westminster City Council (Support People), or to provide statistics for the Wytham Hall annual report.
- Organise and run workshops or events.
- Contact external support services providing housing for the purpose of providing you with suitable accommodation post the end of your residence at Wytham Hall. A consent form is signed by you at the time your residence begins.
- Contact external service and organisations including the police, NHS, other organisations within the Westminster City Council accommodation pathway, the government benefits service, and housing benefit. A consent form is signed by you at the time your residence begins.
- Complete relevant forms to provide further accommodation, for the purposes of operating the charity or for other external support.
The legal bases for processing your data are:
- To enable us to administer your residence at Wytham Hall (licence and Supporting People contract).
- For the purpose of operating the charity and its activities (legitimate interest).
- To support you to find accommodation post the end of your residence at Wytham Hall (consent).
- To support you by contacting external support service and organisations (consent).
How we protect your personal data
- We maintain generally recognised standards of information, technical and physical security to prevent the loss and misuse of data, and its unauthorised alteration or destruction.
- Paper files will be held in secure filing cabinets, which can only be accessed by authorised staff members. These cabinets are held in a secure room only accessible to staff.
- Staff sign, as part of their contract, a Data Protection Agreement, upon employment, which sets out their obligation in relation to your information.
- Where you are transferring information to us through the internet, it cannot be guaranteed 100% secure.
- We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to your information?
We do not sell, rent or pass on the personal data we hold about you. We will not disclose information about you unless required by law, except as set out in this notice.
5.2 The data we collect from you may be transferred to a destination external to the Wytham Hall server (for example external support services), to enable us to provide you with support and further accommodation, or to administer your residency.
How long will we keep your information?
We will hold your personal data as follows:
- We will hold your data in accordance this Privacy Notice, for as long as you are a resident, and afterwards in archived form as detailed below.
- We will retain former residents personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with legal requirements, after which it will be deleted.
- In the event legal action is taken against a resident, records will be kept sufficient to enable any appeals process or legal proceedings to be undertaken.
Your rights
The General Data Protection Regulation gives you certain rights:
- To access your personal data.
- To be provided with information as to how your personal data is processed.
- To have your personal data corrected.
- To have your personal data erased in certain circumstances.
- To object to or restrict how your personal data is processed.
- To have your personal data transferred to yourself or another organization in certain circumstances.
If at any time you believe the information we hold about you is incorrect you can request to view the information and request it be corrected or deleted. If you wish to make a complain in regard to how we have handled your personal data, you can contact us to have the matter investigated by emailing enquiries@wythamhall.co.uk or by post to:
The Manager
Wytham Hall Ltd
117 Sutherland Avenue
London
W9 2QJ
United Kingdom
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office. Information can be found on their website at www.ico.org.uk.