Spaxton Community Land Trust (SCLT) may collect, store and use personal information to communicate with its members and other members of the public in its work to create community assets. This policy  explains why we keep your information, where we keep it, how we keep it safe and what your rights are.

THE BASICS

• We keep information about you in order to provide you with a service and to allow Spaxton Community Land Trust to run effectively and efficiently.
• We cannot work as a Community Land Trust unless you allow us to keep certain information about you.
• We follow the law in keeping and using your information.
• You are entitled to receive a copy of your information, within one month of your request, at no charge and to have any inaccurate information corrected.
• We aspire to the highest data privacy standards. If you have questions, concerns or feedback then please let us know so that we can address them.
• Our Data protection Officer, Katrina Hinkley, has overall responsibility for the day to day implementation of this policy. Any enquiries should be sent to her using the following details: telephone 01278 671032 email spaxtonclt@gmail.com 
• Please notify our Data Protection officer by email or by post if any of your personal information (for example, telephone number, postal or email address) changes.
• You can complain to the Information Commissioners Office (ICO) if you think we are acting unlawfully: visit ico.org.uk/concerns or telephone 0303 123 1113
  
  

WHY WE KEEP INFORMATION

In order to function as a Community Land Trust we need to keep information about our members, our board members and the people who require our services and/or express an interest in our projects

 

THE LEGAL BASIS

We have what is known as a legitimate interest for keeping data. We are registered with the Information Commissioner’s Office (ICO) to do so. We follow the law as set down in the General Data Protection Regulations 2018.

 

THE INFORMATION THAT WE KEEP

We may collect and process the following information from you:

Information you give us

You may give us information about you by filling in any of our forms on the Spaxton Community Land Trust web site or on paper or by corresponding with us by letter, telephone, email or otherwise. This includes information you provide when you join as a member, when you make an enquiry, meet with one of our board members, contractors or volunteers, attend an event, participate in a survey, public consultation or carry out any other activity where you have contact with us. SCLT maintains a register of its members, including addresses and contact details, as required by the Financial Conduct Authority.

The information you give us may be personal data such as your name, address, telephone number, email address, your housing circumstances , your financial details and plans.

Information we collect about you from our website

With regard to each of your visits to our website we may automatically collect the following information:

• Technical information, including the Internet Protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
• Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from the page.
  
  

Information we receive from other sources

We may receive information about you from third parties (including, for example, other housing associations we are partnering with and Sedgemoor District Council).

WHAT WE DO WITH THE INFORMATION

• We will process personal data fairly and lawfully in accordance with individuals’ rights. This means that we will not process your personal data unless you have consented to this happening.
• We will take reasonable steps to ensure that any personal data that we process is accurate, adequate and not excessive, given the purpose for which it was obtained, and that it is not held for longer than is necessary.
• We will not process personal data obtained for one purpose for any other unconnected purpose unless you have agreed to this or would reasonably expect this.
• If you believe that any personal data we keep about you is incorrect you may ask us to correct it by contacting our Data Protection Officer.

We may use the Information that you give to us to

• Govern SCLT, for example, inviting you to Annual General Meetings.
• Inform you of opportunities to engage with our work.
• Investigate complaints.
• Improve our service to members.
• Carry out our obligations arising from any contracts or agreements entered into between you and us and to provide you with the information and services that you request from us;
• Provide you with information you have consented to receive about Spaxton Community Land Trust and its services;
• Ask you whether you would like to receive other information about Spaxton Community Land Trust services and events (for example, to join our mailing list).

We will not send you this information if you have not opted in;

• Notify you about changes to Spaxton Community Land Trust or our services.

We will use the information that we collect about you from our website

• To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• To improve our website to ensure that content is presented in the most effective manner for you and your computer;
• As part of our efforts to keep our website safe and secure.

We may use the information we receive about you from other sources

We may combine this information with information that you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

 

DISCLOSURE OF YOUR INFORMATION

We may share your personal information internally with our board members and contractors in order to provide you with our services. We will not share your information with any third parties without your explicit consent.

 

Where we undertake Housing Needs Surveys we may collect detailed personal data on households, including data on individuals within that household and your financial circumstances. The information provided will be used by SCLT to provide information for a Housing Needs Survey Report and no data will be shared or published which can identify any individual. More detail on the information to be collected, the purposes, how we will use the data, and with whom it will be shared, will be set out in the survey.

 

However we

• Will share aggregate information on our membership without identifying individual data with interested parties, for example SDC.
• May disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation.
   

WHERE WE KEEP DATA

The individual board members of SCLT keep your data and use it only in the execution of our roles and duties on the board , for example as Membership Secretary, Treasurer or Secretary

• On our computers/laptops/tablets and mobile telephones
• In our paper files
• In our email accounts

Our website uses cookies so that we can see how many people have visited our website and which pages are most popular. Cookies are anonymous and contain no personal data. You can turn cookies off in your website browser if you so wish.

 

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information we will use strict procedures and security features to try to prevent unauthorised access.

 

HOW WE KEEP DATA SAFE

• Any computers/laptops/tablets and mobile telephones we use are password protected.
• Any paper files are stored in locked filing cabinets or locked rooms
• Any email accounts we use are password protected

 

HOW LONG WE KEEP YOUR INFORMATION

We keep your data

• throughout the time you are a member of Spaxton Community Land Trust or
• for as long as you use our services or
• for as long as Spaxton Community Land Trust needs your information to fulfil its purpose

However, there are statutory reasons why we may need to keep your information for 7 years after our work with you has ended.

 

You have the right to be forgotten. This means that you can ask us to delete or remove any personal information that we keep about you. We can only refuse an erasure request if an exemption applies. This would apply, for example, where relevant data is held for tenancy matters. Please contact our Data Protection Officer with any such requests.

YOU HAVE THE RIGHT TO:

• be informed about how we use or process your information;
• object to the use of your information
• request, in writing, (by email or by post)a copy of the information we hold about you in a portable format, within one month of your request and at no charge
• ask us, in writing, (by email or by post) to rectify any inaccurate information
• request erasure of your information
• complain if you think that we are acting unlawfully ( see THE BASICS above)

Our website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.

 

CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on our website and, where appropriate, notified to you by whatever means you have already consented to be contacted.