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How Orwell use your information
This privacy notice tells you what to expect when Orwell collects personal information about you electronically.
Visitors to our websites
When someone visits orwell-housing.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This is a standard practice that is applied to many websites. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, 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 website search and decision notice search is powered by VerseOne who host the Orwell website. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by Orwell or any other third party.
E-news or e-mail communication
We use a third party provider, Little Green Plane (https://www.littlegreenplane.com/) , to deliver our e-news or e-mail communications. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Little Green Plane’s privacy notice.
Security and performance
Orwell may occasionally use third party specialists to help maintain the security and performance of the Orwell website. To deliver this service it processes the IP addresses of visitors to the Orwell website.
Contacting us via social media
At times, Orwell uses a third party provider, Hootsuite to manage our social media interactions.
If you send us a private or direct message via social media the message may be stored by Hootsuite for three months. It will not be shared with any other organisations.
When you contact Orwell, we collect the Calling Line Identification (CLI) information from the call. Orwell may use this information to help improve our efficiency and effectiveness and provide an improved service to our customers.
All e-mail sent to Orwell may be monitored and used by us for reasons of security and for monitoring compliance with Orwell’s policies. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
We use a third party provider, VerseOne, to supply and support our LiveChat service, which we use to handle customer enquiries in real time.
If you use the LiveChat service we will collect your name, email address (optional) and the contents of your LiveChat session. This information will be retained for two years and will not be shared with any other organisations.
You can request a transcript of your LiveChat session if you provide your email address at the start of your session or when prompted at the end.
Job applicants, current and former Orwell employees
When individuals apply to work with Orwell, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held in line with Orwell’s retention Policy, it will then be destroyed or deleted. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once a person has taken up employment with Orwell, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Orwell has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Complaints or queries
Orwell tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
Access to personal information
Orwell will try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998.
A request for information may be made by submitting a written request to Orwell’s Data Protection Officer using the address detailed below.
Disclosure of personal information
Orwell will ensure that personal data is not disclosed to unauthorised third parties.
However, Orwell may permit disclosure of information to third parties without consent if the appropriate paperwork is submitted to Orwell and the following conditions are met.
· to safeguard national security
· prevention or detection of crime including the apprehension or prosecution of offenders
· assessment or collection of tax duty
· discharge of regulatory functions (includes health, safety and welfare of persons at work)
· to prevent serious harm to a third party
· to protect the vital interests of the individual; this refers to life and death situations.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated in July 2017.
Data Protection Officer
Orwell Housing Association
Crane Hill Lodge
325 London Road