Devizes Almshouses Charity
01380 864121
clerk@devizesalmshouses.org.uk

Privacy Policy

Purpose of this Privacy Notice

This Privacy Notice tells you what to expect when Devizes Almshouse Charity 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).

Identity and contact details of Controller
Devizes Almshouse Charity is a Controller of personal information for the purposes of the General Data Protection Regulation (‘GDPR’) 2018, which updates the Data Protection Act (DPA) 1998. Contact details for data protection purposes are as follows:

Address: Devizes Almshouse Charity, Slade House, St James Gardens, Devizes, Wiltshire, SN10 1EL
Telephone: 01380 736431
Email: clerk@devizesalmshouses.org.uk

A trustee is designated as responsible for data protection compliance at Devizes Almshouse Charity. They are contactable using the above contact details.

What information do we collect about you?
Devizes Almshouse Charity needs to collect, process and store personal information in order to operate as a provider of almshouse accommodation and to deliver efficient and effective services.
The information we hold on our records concerns our relationship with you. For example:

  • We hold names and dates of birth, and information about your previous housing circumstances to assess applications and to confirm your right to reside in the UK.
  • We hold contact details for you and your next of kin / other contacts (when you provide contact details for these parties we assume you do so with their full consent) so we can communicate with relevant parties at times of need, e.g. if you are taken ill.
  • We record information to enable us to manage the almshouse community, for example we record changes in circumstances (e.g. which may affect your ability to live independently, safely and securely in the almshouse) ; complaints; reports of anti-social behaviour.
  • We keep financial records about the amount of money you have paid us; any amount(s) outstanding and action taken to recover money you owe.

Generally the information we hold will have been provided by you (on application forms or when we communicate with you), but we may also hold information provided by third parties where this is relevant to your housing circumstances e.g. from social workers and health professionals (such as doctors and occupational therapists).  Sensitive information about health and welfare (and other personal information not collected by the Charity) is subject to particularly stringent security and confidentiality measures.

We will only ask for personal information that is appropriate to enable us to support you in living in the almshouse. In some cases you can refuse to provide information if you deem a request to be inappropriate. However, you should note that refusal to provide information may impact our ability to provide certain support to you.

How we manage your personal information
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.
  • Only authorised members of staff and trustees will have access to personal data, for the purposes referred to in this notice. We are committed to keeping your personal details accurate and up to date, and we encourage you to inform us about any changes needed to ensure your details are accurate.

Sharing your personal information
Normally, only Charity staff will be able to see and process your personal information. However, there may be times when we will share relevant information with third parties for the purposes as outlined, or where we are legally required to do so. When sharing personal information, we will comply with all aspects of the GDPR.

Where necessary or required, we may share information as follows:

  • providing the personal information of a resident to contractors or other agents providing services on the Charity’s behalf (e.g. provision of lifeline services; maintenance of heating systems)
  • providing the name of a resident and the date of occupancy to electricity companies
  • to comply with the law (e.g. the police, Inland Revenue, Council Tax Registration Officer, Social Security Fraud Act) or a court order

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 period afterwards to allow us to meet our legal obligations including resolving any follow up issues between us.

Legal basis for processing
Under the GDPR, contract is a legal basis for processing personal information. The Licence to Occupy forms a contract between the Charity and a resident, and by signing this when you move in to your almshouse you agree to us using your information as described above.

There may also be instances where we rely on ‘legitimate interest’ as the legal basis for processing and sharing your information with third parties such as health professionals and social services. We can do so where it is in our legitimate interest as an almshouse landlord, and / or where we need to protect the vital interests (e.g. the health and safety) of you or another person, so long as we do not interfere with your fundamental rights or freedoms.

We may also process / disclose personal information where we are under a legal or contractual obligation to do so.

Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact the Clerk to the Trustees who will provide the necessary form, as such requests must be in writing. We have one calendar month within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible).

You may ask us to correct or remove information you think is inaccurate.

Changes to this Privacy Notice and Further Information

We keep our privacy notice under regular review and you will be notified of any major changes to this policy.

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 above. 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.

You have the right to complain to the ICO if you think we have breached the GDPR. You can contact the ICO at:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire.