1. Purpose of our privacy statement

1.1 Under the Data Protection Act 2018 and the General Data Protection Regulation, we are required to explain to you why we are asking for this information about you, how we intend to use the information you provide and whether we will share this with anyone else.

2. Who are we?

2.1 We are Sanctuary Group (‘Sanctuary’) one of the UK's leading providers of housing, care and commercial services. Our address is Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ.

3. Our data protection officer

3.1 Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.

3.2 If you have any concerns or questions about our use of your personal data, you can contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing data.protection@sanctuary-housing.co.uk

4. Why are we collecting your information?

4.1 The information that you provide to us through any webforms on our website is required by Sanctuary in order for us to resolve your query and is completely voluntary. Our aim is that by further understanding your individual needs, we will be able to answer your enquiry.

5. What information are we collecting?

5.1 The only information which we are collecting about you is the information which you provide to us in completing an enquiry form whilst browsing this website.

5.2 If you provide it during the course of your enquiry, some of the information which we collect may be special categories of personal data (also called sensitive personal data), which includes information about your health and racial or ethnic origin.

6. What we are going to do with your information

6.1 The information you provide to us will be used for the following purposes:

6.1.1 it will be stored and used by us in accordance with this privacy statement and also in accordance with your rights under the Data Protection Act 2018 and the General Data Protection Regulation;

6.1.2 it will be collected and used by us fairly and openly for the purpose of answering your enquiry;

6.1.3 it will allow us to make contact with you in the most appropriate way. For example, we can provide literature in large print if you have difficulty reading smaller print; or provide documents in an alternative language if English is not your first language.

6.2 An understanding of your personal situation and individual needs will allow us to provide a tailored service that meets any physical, cultural or financial needs that you may have.

6.3 If you choose to provide it, some of the information which we collect could relate to special categories of personal data (also called sensitive personal data), such as information about your ethnic background or any disability you may have. You need to be aware that we will use this information in order to ensure we can resolve your enquiry. By providing us with this information via a webform, you consent to our use of this information for this purpose.

7. What is the legal basis for using your information?

7.1 In accordance with the data protection laws, we need a ‘legal basis’ for collecting and using information about you. There are a variety of different legal basis for processing personal data which are set out in the data protection laws.

7.2 The lawful basis on which we rely in order to use the information which we collect about you for the purposes set out in this notice will be:

7.2.1 You have provided consent to our use of your information.

8 Sharing your information

Members of Sanctuary Group

8.1 Sanctuary Group is made up of a number of related companies. We will share your information with other members of Sanctuary Group where necessary in order to best provide the services to you in accordance with the contract between us.

8.2 Your information will only be accessed by other companies in the Group where it is necessary to do so in order to resolve your query. The obligations which are set out in this notice shall apply to the other members of the Group to the same extent that they apply to us.

8.3 For more information on which companies make up Sanctuary Group, please go to www.sanctuary-group.co.uk/about-us.

Regulators and other legal obligations

8.4 We may also be required to share your information with our regulators who are permitted access to this information by law and with other organisations where we have a legal obligation to share the information with them.

Other organisations

8.5 We may from time to time share your information with other organisations, such as:

8.5.1 the police for the purpose of detection and prevention of crime;

8.5.2 organisations with a function of auditing and / or administering public funds for the purpose of detection and prevention of fraud.

9. Transferring your information abroad

9.1 We will not transfer the information you provide to us outside of the European Economic Area.

10. Security of your information

10.1 The information that you provide will be stored securely on our systems. Our security measures and procedures reflect the seriousness with which we approach security and the value we attach to your information.

10.2 Only relevant members of staff will access the information you provide to us.

11. Can we use your information for any other purpose?

11.1 In limited circumstances, we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.

12. Storing your information and deleting it

12.1 We will store the personal data which you provide to us for as long as your enquiry remains active. Once it has been resolved, we will review the information which we hold concerning you and determine whether there are any reasons why we need to continue holding that information. For example, we will retain queries submitted via our website for reporting and analysis purposes in line with our retention policy. Once the identified purpose comes to an end, unless there is another identifiable purpose for which it is necessary to hold on to your information, we will delete your information.

13. Your rights

13.1 In relation to the information which we hold about you, you are entitled to:

13.1.1 Ask us for access to the information;

13.1.2 Ask us to rectify the information where it is inaccurate or is incomplete;

13.1.3 Ask us to erase the information and take steps to ask others who we have shared your information with to also erase it;

13.1.4 Ask us to limit what we do with your information;

13.1.5 Object to our use of your information and ask us to stop that use;

13.1.6 Instruct us to provide you with the information we hold about you in a structured and commonly used format or transmit that information directly to another organisation (for example, if you want the information to be sent to another housing provider).

13.2 Our obligations to comply with the above rights are subject to certain exemptions.

13.3 Where we are using your information because you have provided your consent to that use, you are entitled to withdraw your consent at any time. The lawfulness of our use of your information before consent was withdrawn is not affected.

13.4 To exercise any of the rights referred to above, you should contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing data.protection@sanctuary-housing.co.uk.

13.5 You also have the right to complain to the Information Commissioner's Office (the ‘ICO’) if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.