Privacy Policy

As a charitable landlord and Data Controller, Ocean Housing is committed to providing our customers with the highest possible standards of privacy and data security in accordance with the General Data Protection Regulations (GDPR). This Policy explains how Ocean Housing uses any information you give to us via our website and all other means, and the ways in which we protect your privacy.

  1. The General Data Protection Regulations (GDPR)

Ocean Housing complies with the principles set out by the Information Commissioners Office (ICO) with regards to the ‘GDPR’ in relation to the personal data that you provide to us. These principles place greater restrictions on the powers of Data Controllers such as Ocean Housing over how they collect, process, manage and share personal data and empowers the public with more control and access rights to their own personal information.

  1. Identity and contact details of Controller

Ocean Housing Limited is a controller of personal information for the purposes of the General Data Protection Regulation (‘GDPR’). Our contact details for data protection purposes are as follows:

Ocean Housing,
Stennack House,
Stennack Road,
Holmbush,
St Austell,
Cornwall
PL25 3SW

01726 87450
dataprotection@oceanhousing.com

The individual responsible for data protection compliance at Ocean Housing is the Data Protection Officer. They are contactable using the above contact details.

  1. Purpose of this Privacy Notice

This Privacy Notice tells you what to expect when Ocean Housing processes personal information. It applies to information about applicants, residents and other service users. It tells you the purposes for which we may process your personal information and the legal basis for the processing (‘processing’ includes us just keeping your personal information)

  1. Why do we collect and store personal information?

Ocean Housing needs to collect, process and store personal information about you and other household members (when you provide information about household members we assume that you do so with their full knowledge and consent) in order to operate as a registered provider of housing and deliver efficient and effective services and other landlord related functions. When contacting Ocean and so that we can identify you we may ask for certain pieces of information, for example (but not limited to):

  • Name
  • Current address and previous address history
  • Date of birth
  • Contact details (telephone number and email address) including contact details for Next of Kin/emergency contacts
  • Gender, disabilities, ethnicity, cultural or religious beliefs, sexual orientation, trade union membership
  • Medical conditions/history
  • Criminal convictions/history
  • Employment status and welfare benefit entitlements
  • Financial details (bank details, debt history etc)
  • Responses to customer satisfaction surveys
  • Tenancy ID number
  1. How we process your data

The amount of personal information you are required to supply will normally be limited to that which is necessary to supply the service or carry out the transaction you have requested. The personal information we collect from you will be used by Ocean Housing to provide the service or carry out the transaction you have authorised.

We do not sell, trade or share your personal information to others unless we are required to do so by law. We do however; use other companies and third parties to provide services on our behalf if necessary, such as with our repairs and maintenance subsidiary company and our emergency out of hours service provider, for example. We may also share certain data with utility companies for example, if it is in the legitimate interests of the resident.

Only personal information necessary to deliver the service will be provided to these companies. We will inform them that they are prohibited from using that information for any other purpose, and will obtain assurances from them that they have suitable measures in place to protect your data before any information is disclosed to them.

Ocean Housing may disclose personal information if required to do so by law, in an emergency or in the good faith belief that such action is necessary with agencies such as the Police and Local Authority if it is regarded to be in the Public Interest or Vital interest of the Data Subject, or in the legitimate interests of Ocean Housing.

No personal information is shared or transferred outside of the European Union in accordance with EU data protection laws.

  1. How we manage your data

We process your personal information in accordance with the principles of the GDPR.

We will treat your personal information fairly and lawfully and we will ensure that information is:

  • Processed for limited purposes;
  • Kept up-to-date, accurate, relevant and not excessive;
  • Not kept longer than is necessary;
  • Kept secure.

Access to personal information is restricted to authorised individuals on a strictly need to know basis.

We are committed to keeping your personal details up to date, and we encourage you to inform us about any changes needed to ensure your details are accurate.

We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so.

  1. Consent

In using our web site and social media pages, you consent to the collection and use of any information you supply by both ourselves and our authorised business partners in the ways described above.

Under the ‘GDPR’, we will be required to obtain your prior consent or contractual agreement before we can collect process or share any personal information to ensure that you are fully in control of your own personal data. This will usually be provided by your Tenancy Agreement or as a consent form or an ‘opt-in’ box for you to tick to confirm your consent to any data collection. You can revoke your consent to certain data collection activities at any time by contacting us.

  1. Your rights

The ‘GDPR’ now gives our customers and tenants much greater choice, control and rights over how we handle personal sensitive data. With this in mind, Ocean Housing must offer total transparency around our data processing activities and must provide easy ways for customers to control their personal information. These rights include:

  • The right to be informed
  • The right of access (Subject Access Request)
  • The right to rectification
  • The right to erasure (right to be forgotten)
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

If you would like to exercise any of the above rights and have a justifiable reason for wanting to do so, please make your request in writing to: Data Protection Officer, Ocean Housing, Stennack House, Stennack Road, Holmbush, St Austell, Cornwall, PL25 3SW or alternatively, email your request to dataprotection@oceanhousing.co.uk. Please note that Ocean Housing has up to 30 calendar days to respond to/process any requests for the above, and we will require proof of your identity before disclosing any personal information.

  1. Our sister entity Gilbert and Goode

Gilbert and Goode act as partner to Ocean Housing in developing, constructing and selling our homes. As such we share certain limited data with them to allow us to operate effectively.

This data sharing and processing is carried out through the lawful basis for processing of ‘to fulfil the requirements of a contract’ under Article 6 of the ‘GDPR’. Ocean Housing has obtained the necessary assurances from the subsidiary by way of a Data Sharing Agreement that they will handle personal tenant data as per their responsibilities set out by the ‘GDPR’.

  1. Updates to our Privacy Policy

As a measure of best practise, Ocean Housing may occasionally update or make changes to our Privacy Policy and Privacy Notices on any data collecting documents to reflect regulatory changes or business process changes, and we will endeavour, where practical and reasonable, to alert you to any changes that may affect you.

How we manage your personal information

We process your personal information in accordance with the principles of the General Data Protection Regulation (‘GDPR’).

We will treat your personal information fairly and lawfully and we will ensure that information is:

  • Processed for limited purposes;
  • Kept up-to-date, accurate, relevant and not excessive;
  • Not kept longer than is necessary;
  • Kept secure.

Access to personal information is restricted to authorised individuals on a strictly need to know basis.

We are committed to keeping your personal details up to date, and we encourage you to inform us about any changes needed to ensure your details are accurate.

To help us to ensure confidentiality of your personal information we may ask you security questions to confirm your identity when you call us. We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so.

Periods for which we will store your personal information

We will only hold your records during the period of our relationship with you and for a set retention period afterwards to allow us to meet our legal obligations including resolving any follow up issues between us.

Further information

For further information on how to request your personal information and how and why we process your information, you can contact us using the details below

Ocean Housing Limited,
Stennack House,
Stennack Road,
Holmbush,
St Austell,
Cornwall
PL25 3SW

01726 874450
help@oceanhouisng.com

The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body, and one of their primary functions is to administer the provisions of the GDPR.

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