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General Data Protection Regulation

What is GDPR?

The General Data Protection Regulation (GDPR) is being brought into UK law as of May 2018. It improves our current data protection legislation (Data Protection Act 1998) and the rights of individuals to control the data held about them. The GDPR also asks organisations to be more transparent about the data they collect and how they use it. 

We take our data protection responsibilities seriously. We only collect information needed to manage our business. We hold your information safely and only keep it for as long as is necessary.   

What is a Privacy notice?    

A Privacy notice (or Privacy policy) is a way of communicating what information we hold, what our legal reason for collecting the information is and what we use the information for. It also lets you know what your rights are.

Why have you sent me this Privacy notice?

The Information Commissioner has issued guidance to all organisations on how to implement the new legislation - this includes reviewing our reasons for collecting information and updating our Privacy notices. We have changed our Privacy notice and need to make you aware of these changes. This new Privacy notice replaces the Personal Information Authority which was included in the information you were given when you became a Hanover resident.

Do I have to do anything?

No. This is important information as we need to make you aware of your rights under the new regulation, but no action is required.

Why is the Privacy notice so long?

There are guidelines laid out by the Information Commissioner on the type of information to include in a privacy notice. We have taken legal advice to make sure we have informed residents appropriately.

Why is it so complicated?

We have made every effort to simplify the wording of this notice. There are important definitions within the regulation which we must make sure we use accurately.

Why has it been sent out in the post?

We want to make sure that all our residents receive a copy of this important information. We have included it with the rent statements to avoid sending two different letters within a short space of time, and to minimise the cost for postage. A copy of the Privacy notice is available here.

Where can I find more information about GDPR?

You can find out more about the new data protection regulations from the Information Commissioners website at www.ico.org.uk

Is my information secure?

We hold your information either securely within our online systems or on paper, which is held securely within our offices. We have data protection policies and procedures in place to manage this security and we regularly test and check our procedures.

Do you share or sell my information?

We will never sell your information to other organisations. We will only share your information as needed with partners providing services to you, with your agreement or in the case of an emergency.

It is important that you tell us who you wish us to share information with, for example, your family members. We will not share information with family members unless you have given us permission and their contact details.

How can I update my information?

You can do this via your housing and support team. If you have Hanover on Call, you may call them on:
Tel: 01249 443930 or 0844 892 1013
Calls cost 5p per minute from a BT landline. Calls from other operators and mobile providers may vary and will be charged at their standard rates.

How can I check what information you hold about me?

You can request to see what information we hold about you. This is known as a subject access request. The request must be made in writing to our Data Governance Manager. To make this easier for you, we have a guide and a request form which can be downloaded from our website.

What if I am unhappy with the way you manage my Information?

You can contact our Data Protection Officer as follows.

In writing to:
Data Protection Officer
Hanover Housing Association
Nelson House
Alington Rd
Eynesbury
St Neots
Cambridgeshire
PE19 6RE

By email to DPO@hanover.org.uk

If you have serious concerns about the way your information is being managed by Hanover, you can contact the Information Commissioners office at www.ico.org.uk.