Forum Housing Association (FHA) is committed to protecting and respecting your privacy. We believe that it is extremely important to keep any personal information we have about our customers and stakeholders secure and confidential.
Laws apply to FHA’s use of anyone’s personal information and everyone has rights regarding how their personal information is handled.
We have published this statement to tell you:
Information we may collect from you
We may collect the following personal information about you when you first come to see us:
For housing management purposes
To enhance your experience with forum Housing Association, you can:
For Forum Housing Association support services:
We may get information, or related information, from you, your family, friends, neighbours, our colleagues or public information sources.
We may also record factual information whenever you contact us or use our services, and of other action we take, so we have a record of what happened.
Where we store your personal information
We are committed to holding your personal information securely. This means that only our Forum Housing staff and contractors that need to see it have access.
If we can store your personal information solely on computers we will. However, there are cases where we have paper copies instead of, or as well as to ensure continuity of service.
The computer system we use is located securely. If you would like additional details regarding this please contact the Head Office address. Where we use computers (including laptops and tablets) outside our offices, they are protected and only use secure access to our computer system.
We will not transfer or store your data outside of the European Economic Area.
Where we hold paper copies of your personal information, this will be stored in staff areas within Forum’s offices and will be protected from access whilst being used to provide the intended service.
What we use your personal information for:
Others we may pass your information on to
Normally, only Forum Housing will be able to access your personal information. However, there may be times when we disclose your details to others, as follows:
We may sometimes be obliged to disclose your personal data by law, such as by a regulator with appropriate power (e.g. Homes England), or court order. Information held by public bodies can be subject to Freedom of Information.
We do not give anyone else access to your information, in return for payment, for their marketing or commercial purposes.
We will not share your personal information with anyone who claims to represent you, unless we are satisfied that you have appointed them, or they act in some recognised official capacity. There may be a delay in dealing with requests while we confirm the caller’s identity, or check that we have your approval to deal with them.
Data Protection Officer
Forum Housing Association does not have a designated Data Protection Officer. However, we do have access to the services of a Data Protection Officer and the Association can be contacted with queries and information requests in writing at:
Forum Housing Association
18 Hamilton Square
The Data Controller is the company that decides the purpose for and the way in which personal data is processed. FHA is a data controller and is registered with the Information Commissioners Office.
ICO registration number: Z6071595
If you have any queries regarding this, please contact us at the address above.
How Long we Store Data for
We have a document retention schedule which sets out how long we keep different types of data for. This is in line with guidance and best practice from the National Housing Federation and ACAS and in accordance with contractual obligations.
Please contact us if you would like a copy of the schedule.
You have the right to ask us not to process your personal information. However, we may be unable to provide our services to you if we are unable to record and process certain details. The majority of data that we hold will be to meet a legal or contractual obligation.
Withdrawal of Consent – You have the right to withdraw your consent for us to process your data where consent was previously given. If you wish to withdraw your consent to us processing your personal data, please email firstname.lastname@example.org stating “GDPR – Withdrawal of Consent” in the subject box and we will act on this as quickly as possible and inform you of our actions. Alternatively, write to our registered office address, as above.
Withdrawing consent does not retrospectively render processing unlawful.
Right to Rectification – You have the right to ask us to rectify inaccurate personal data concerning you.
Right to Erasure – You have the right, under certain circumstances, for any personal data concerning you to be erased.
Right to Restriction of Processing – You have the right, under certain circumstances, to request that processing of your personal data is restricted.
Right to Data Portability – You have the right, under certain circumstances, to request the personal data about you, which you have provided, in a structured, machine readable and commonly used format.
Accessing the information we have about you
You have a legal right to access information that we hold about you. If you ask us for this information, we will not charge a fee. You can write to our Head of Finance and Performance, Michelle Dibbert-White at our registered office address, as above to obtain a Subject Access Request form.
We will respond to your request within 30 days of receiving a verified request, and in most cases we will be able to comply with your request. However, we may not be able to provide you with your request if your personal information contains details about another person.
If your request is complex or you request data on a number of occasions, we reserve the right to make a charge for this and may take longer to provide the information.
Changes to our Privacy Statement
This statement may change. We will display the new Statement on our website, where it can usually be found.
We exclude liability for actions taken in response to breaches of any Forum Housing policy. The responses described in this privacy statement are not limited, and we may take any other action we reasonably deem appropriate.
Where you make a contribution to our social media, we may also take the following actions in addition to any other actions described above:
If you have any questions about our cookies policy, please contact us.