The purpose of this notice.

We are committed to protecting the personal data we collect about you. This privacy notice explains what happens to the personal data you provide to us.  This notice also explains the rights you have to access and challenge the personal data held by us.

This notice applies to you if you are using our services as

  • a prospective, current or former tenant of Byker Community Trust (BCT);
  • a job applicant;
  • someone making a complaint; or
  • a visitor to our website.
Information about BCT

Our full name is Byker Community Trust Limited.  Our address is

17 Raby Cross,
Byker,
Newcastle upon Tyne,
NE6 2FF

We are a Registered Society registered with the Financial Conduct Authority No. 31376R.

Different types of data

There are many different kinds of data that can be used for different purposes.  In this privacy notice we refer to these categories of data:

Categories Examples
Personal information Name, National Insurance Number, Passport number, nationality, date of birth.
Sensitive personal information / Special category information Racial/ethnic origin, gender re-assignment, sexuality, religious beliefs, Union memberships, biometric data.
Criminal convictions and offences Including spent convictions, CCJs and anti-social behaviour information.
Personal contact information Address, phone numbers, email addresses.
Financial information Rent account status, income & expenditure, bank details.
Health and disability information Disability status, information about illnesses, health records, medical appointments, requirements for disabled property.
Technical computer information Browsing history, IP addresses, method of access to our internet pages. Account logins and passwords.
Family data The names, ages and relationship to you of people who live with you in your tenancy.
Social network information Information commonly shared by social media platforms like Facebook e.g. profile picture, age, name.
How we use your personal data

Please select the service:

Prospective, current or former tenants

Why we need your data

As a prospective, current or former tenant we will collect information to:

  • assess your application for housing;
  • provide suitable accommodation for you;
  • manage your tenancy including collecting rent from you and dealing with anti-social behaviour;
  • check you are eligible for social housing;
  • check you have the right to rent;
  • ensure that there are no unacceptable risks posed to our customers, staff and contractors;
  • process your payments to us and to reclaim these when overdue;
  • to ensure utility charges are directed to those responsible for paying;
  • offer support to customers to maintain your tenancy and stay in your home;
  • avoid risks of homelessness;
  • involve you in our decision-making process and improving our services; and
  • ensure we are fair and transparent with all applicants.

The legal basis for using your data

We need a lawful reason to use your information, for the majority of your personal information we will use one of the following conditions:

  • Consent – for example to keep you updated or involved in BCT’s work. We will never ask for consent where if you do not consent would put you at a disadvantage.
  • Necessary to take steps towards or for the performance of a contract – if you have applied for a home or we have an agreement with you, we will process your personal information to fulfil that agreement (that is, provide our services to you). Without this we will not be able to process your application.
  • Legitimate interests – there will be from time to time a need for us to process your personal data in our legitimate interests. (please see the next section).
  • if it is required by law.

We will process special category information to ensure that there are no risks posed to you or your household. This could include processing for the purposes of:

  • Health information – to ensure your home has any necessary adaptations so that you can live without further risks to your wellbeing.
  • Information on your religion, ethnic origin and sexual orientation – to monitor diversity and equality of treatment of customers.

Legitimate interests

Legitimate interest is one of the legal reasons why we may process your personal information.
Taking into account your interests, rights and freedoms we believe on balance we have a legitimate basis to:

  • Communicate with you to keep you updated on our service delivery.
  • To offer you further support, including referrals to external agencies, to help you stay in your home.
  • Carry out customer surveys with a third party to help us improve services to you.
  • To identify and investigate fraud, corruptions and/or bribery.
  • To engage with contractors when carrying out a planned maintenance programme of work.
  • To trace former tenants, if we need to contact you if you still have arrears.
  • To supply your details to utility companies when you move in and out of your home to ensure correct payment of utility bills.
  • In our efforts to prevent homelessness by making local authority homelessness teams aware if you are in the process of being evicted.

Who we share your data with, and who we receive it from

We will share information across employees within BCT and our partner Karbon Homes to enable us to meet your needs to assess your application, manage your tenancy, offer appropriate support, and improve your customer experience. This would include:

  • Our Neighbourhood Management Team including our Enforcement and intervention Officer and Welfare Support Officers.
  • Our Community Engagement Team.
  • Our Finance Team.
  • The Income Collection Team at Karbon Homes.
  • The Finance Team at Karbon Homes.
  • The Repairs and Maintenance Team at Karbon Homes.

So that we can provide effective services to you we will be required to share and receive your information with/from external organisations and people:

  • People you have authorised to act on your behalf.
  • Your Local Authority to ensure your needs are fully met.
  • Your previous landlord.
  • Organisations such as the Department of Work and Pensions to verify housing costs and to ensure you receive the right amount of benefits.
  • Tyne and Wear Homes from whom we receive your application.
  • British Gas when you move in and leave the property to ensure continuation of utility supplies to your home and to ensure utility charges are directed to the correct individual.
  • Third party contractors who carry out repairs and maintenance to your home.
  • Any specialised support agencies you are involved with.
  • Our solicitors to provide advice relating to your tenancy.
  • When investigating complaints made by you and others.
  • Voluntas and other agencies to carry out customer surveys on our behalf.
  • Credit reference agencies if you are a former tenant in arrears.
  • AllPay to process your payments to us.
  • The relevant Court in any legal proceedings.
  • Surveymonkey in order to carry out electronic surveys.
  • Your Councillor or local Member of Parliament where they are representing you and your interests. (We won’t share your personal information with anyone who claims to represent you unless we’re satisfied that you have appointed them or they act in some recognised official capacity.)
  • Third party IT providers that enable us to provide services to you.

In some cases we may have a duty to disclose your information to:

  • other housing associations;
  • our regulators and government departments such as the Department of Works and Pensions;
  • fire services, health authorities or medical staff;
  • utility services if you leave an unpaid bill when moving house; and
  • the police and other law-enforcement agencies to perform their duties for the purpose of crime prevention or detection, if we have a legal obligation to do so or it is required by a Court Order.

Transferring Data outside of the European Economic Area (EEA).

We deal with many international organisations to help us manage your tenancy and provide services to you. These are primarily ICT systems: communications and storage providers.
We will try our best to ensure that your personal information is not transferred outside of the EEA, however, sometimes your information will be. Not all countries outside the EEA have data-protection laws that are similar to those in the EEA.

Deleting your data

We have a number of different time periods that we may keep your information for. These are based on the following criteria:

  • How long you have been a customer and when your tenancy ends.
  • How long it is reasonable to show we have met the obligations we have to you under your agreement with us.
  • If there is a time period set by law.
  • Any time period allowed for us to make or defend a legal claim.
  • Any recommended time periods set by our regulators or professional bodies.

Automated decisions and profiling

We don’t use any automated decision-making or profiling in starting, managing or ending your tenancy.

Job Applicants

For the purpose of your job application, we collect:

  • Personal information
  • Personal contact information
  • Criminal convictions and offences

We require this data so that we can assess your suitability for the role, and check that you are eligible to work in the UK. You do not have to give us this information, but it may affect your application if you don’t.

We only collect the information we need to make a decision about hiring you as an employee.

We will also ask for your consent to collect information about

  • Health and disability information
  • Sensitive personal information

We use this information to review our recruitment processes to ensure they are fair to all candidates.

You do not have to give us this information. Not giving us the information will not affect your application.

If you receive a conditional offer of employment, we will request references and may check your criminal record, qualifications or right to work in the UK.

At application stage, all information will be provided by you, in the form of the BCT application form, or via an agency in the form of a CV.

The application data you provide will be available to the BCT Office Team and the recruitment panel. Any sensitive personal information you provide will be anonymised by the BCT Office Team and stored securely.
The recruitment team will not have access to this data and it will not form any part of the selection process.

Carrying out checks of references, qualifications, right to work and criminal records will involve us sharing your personal data with 3rd parties.

We will not transfer your data outside of the UK during the interview process.

If you are unsuccessful at interview, we would like to store your application for a period of 6 months in case a similar vacancy arises. We will ask for your consent on the application form to do this.

If you are successful, we will retain your application form during your employment and use some of the personal data you have provided to start the process of setting you up as an employee.

There are no automated decisions used in the recruitment and selection process at BCT.

CCTV cameras

We use CCTV around the Byker Estate and inside the BCT Offices to:

  • To prevent, investigate and detect crime, and to identify and prosecute offenders.
  • To protect our staff and the public
  • To maintain the security of our buildings.

We do this under our duties as an employer to protect our staff, and our duties as a landlord to provide safe accommodation for our tenants.

Images from the CCTV cameras in the BCT offices are recorded and are available for review by the BCT Office team.

Images from our CCTV cameras around the Byker Estate are monitored and recorded by our service provider Your Homes Newcastle Limited.

In both cases the images are kept for a limited period of time (3 months or less). In cases of suspected crime or disorder, images may be kept for longer periods to aid any investigation and prosecution.

You can request the images that we hold of you under your rights to access personal data.

Website Visitors

When you visit our website, the following information may be collected:

  • your IP address;
  • which browser you use;
  • how you use our website (e.g. pages you have viewed); and
  • information about your device (e.g. geographical location).

We collect this information in a way which does not identify anyone. We will not associate any data gathered from this site with any personally identifying information from any source.

If we do want to collect personally identifiable information through our web site, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Our legal basis for processing this data is our legitimate interest in improving our website and user experience. We have balanced this against your rights as a data subject.

For full details, please read our Cookie Policy.

The existence of each of data subject’s rights

Data Protection law gives you greater control over how we use your information.

You have the following rights:

Right of access
You have the right to request details about how we use your data and to be provided with a copy of that data.

Right to Rectification
You have the right to have inaccurate data corrected.

Right to Erasure
You have the right to have certain information about you deleted.

Right to Restriction
You have the right to request us to limit the use of your personal information in certain circumstances.

Right to Object
You have the right to object to us using your information in certain circumstances. You have an absolute right to stop your data being used for direct marketing.

Right to Data Portability
You have the right to request certain types of information to be provided to you or transferred to a third party in an electronic, machine-readable format.

Right to Withdraw Consent
If we have asked for your consent to process some of your personal information, you have the right to withdraw this at any time. We will never ask for consent for providing a service to you or if you would be disadvantaged if you did not want to consent.

Automated Decision Making
We currently do not make any decisions relating to you in a solely automated fashion i.e. without any human involvement. If we do we will tell you and you will have the right to request us not to unless it is strictly required for a contract, or required by law. You will have been given a simple method to challenge results of automated decisions.

Making a request

These rights allow you to make requests of us and these can be verbally, electronically (phone or email), or on paper.
When you make a request we need to be sure that it is you applying. We may ask you to provide 2 forms of identification if we have any doubts.
We will respond to you within one month of receiving a verified request, and we will not charge a fee unless the request is extremely complex.
We may refuse a request if it prevents us from carrying out our responsibilities under law. We will let you know if this is the case and the reasons why.

How to complain if you’re not happy about how we handle your data

If you wish to raise a complaint on how we have handled your personal data, you can contact us on: dataprotection@bykerct.co.uk.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can make a complaint to the Information Commissioner’s Office (ICO).  Our registration number with the ICO is Z3316071

Information Commissioner,
Wycliffe House, Water Lane,
Wilmslow,
Cheshire
SK9 5AF

Call 0303 123 1113
Visit the Information Commission website at www.ico.org.uk

Changes to this privacy notice

On occasions we will make amendments to this Privacy Policy. We recommend that you check this Privacy Notice regularly to see the changes and how they may affect you.

Version Effective from:
1.0 25.05.18