Privacy Notice

In compliance with data protection regulations, this privacy policy explains what personal information we collect from you when you visit our website, use our services or purchase items from us.

At the Hewer White Trust we are committed to processing personal information about our customers in ways that comply with our legal and regulatory obligations, and to being clear with customers about what we do with your personal information. We are committed to protecting and respecting your privacy and we do not share personal information with other companies for marketing purposes.

The type of personal information we collect

We currently collect and process the following information:

  • Identity Data: your first and last names.
  • Contact Data: your address, telephone number, address and email address.
  • Financial details: financial assessment details such as financial commitments
  • Communication data: e.g. emails and letters.
  • Video data via the CCTV on our properties (please see separate CCTV policy for more information)
  • Data relating to your tenancy or grant
  • Data relating to other people who live with you such as dependants Special Categories of Personal Data
    • Sensitive data such as health and disability information in order to assess the eligibility and suitability for receipt of our services or grants
    • These may also be processed for monitoring equal opportunities, managing health and safety obligations or complying with other legal obligations, among other reasons. How we get the personal information and why we have it We collect and process your data for different reasons in different circumstances, but we’ll only collect and process your data where we have a legal basis for doing so. Our purposes and legal basis for using each type of data are set out below. The vast majority of personal information is provided to us directly by you, although a small amount may also come from others sources: e.g., credit checking agencies, or people you live with or provide support for you whilst living in our properties. We then process it for one of the following reasons:
    • To respond to your enquiries
    • To assess and manage your application for one of our properties or grants
  • To deliver and manage our services to you
  • To maintain and manage your property
  • To take pre-contractual and contractual steps with you
  • To comply with our legal obligations as a charity When you apply for on our properties we will ask for your name, email address and other contact details. These details will enable us to process your application and contact you in the event of any queries. We will also ask for your telephone number and other contact details, so that we can contact you urgently if necessary. We will also ask you for details relating to your financial status in order to assess your eligibility for our services or grants. We will communicate with you by email, in writing or by telephone. Sometimes we might share your data with third parties. This could include:
    • Service providers we use for specific purposes, such as for our IT systems.
    • Regulatory authorities, law enforcement agencies and courts.
    • In the event of a transfer or acquisition of all or a part of our charity. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
      • Your consent. Where consent has been given, you are able to remove your consent at any time. You can do this by contacting us
      • We have a contractual obligation.
      • We have a legal obligation.
      • We have a vital interest.
      • We need it to perform a public task.
      • We have a legitimate interest. Keeping your data correct We are committed to keeping your information up to date. If you believe that we have made an error, then please contact us as we have outlined below and we will use reasonable endeavours to correct. Keeping your information safe and secure. We are committed to keeping customers’ personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. We endeavour to ensure that our suppliers take similar steps to keep your data secure. We take organisational measures to keep information secure and provide regular training for staff on data protection. This includes regular training for all staff.

However, we understand that even the best laid plans can sometimes go wrong, and therefore we have developed and rehearsed a breach management process. In the unlikely event that we, or one of our partners or suppliers, accidently compromise the confidentiality, integrity or availability of your data, then we will endeavour, where required, to notify you, and other relevant parties such as the ICO, within 72 hours of becoming aware of the incident. We will do this by informing you via the contact details that we have recorded for you.

Third party (Sub-Processor) organisations

For our general day to day data processing activities, we use third party organisations to help us administer and monitor the services we provide:

  • for the provision of software services to enable the management of our residents, staff and office administration
  • for financial accounting
  • to share newsletters, promotional detail, industry news or other information that maybe of interest to you
  • to help us improve our services
  • for the administration of our website and customer interactions
  • for any legal guidance in the provision of our services Access to your personal information is only allowed when required by the law or is required as part our fulfilling our service obligations. We do not, and will never, sell your personal information with other third parties. Where we have partners and service providers based outside of the UK (e.g. Microsoft for our IT Services), your personal data may be accessed or otherwise processed in other countries. We have implemented measures and safeguards to ensure that any transfer of data is compliant with our data protection laws. For example, we ensure that Standard Contractual Clauses or International Data Transfer Agreements that are approved by the Information Commissioners Office (ICO), the UK Government and/or European Commission after carrying out a detailed assessment to ensure the companies receiving your data can comply with these Clauses. Please contact us if you wish to know more. How long we keep your data We will only retain your data for as long as necessary to fulfil the purposes we collected it for. Once those purposes have been achieved then, unless a different purpose for processing your data arises, it will be permanently deleted. For example, we will retain details on services delivered for a minimum period of 6 years post the end of residency, and in the case of health and safety information, some data will be retained longer than this to ensure we can meet our legal obligations.

Links to other websites

Our website may contain links to other websites of interest. However, you should note that we do not have any control over these other websites. Once you have used any of these links to leave our site, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have a calendar month to respond to you. Please contact us if you wish to make a request. Our contact details Hewer-White Trust Registered Office:
    The Trust Office,
    Moor Park, 21-23 Heath Road, Stockport SK2 6JJ Email: info@hewerwhitetrust.org Tel: 0161 476 3676 Company number 750390
    Charity number 228129
    ICO registration number Z7431370

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details above. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Document History

Date this Privacy Notice was last reviewed: April 2023