My Yarlington, your data and you

Privacy notice

This privacy notice sets out how we, Yarlington, will use and protect all information that we collect from you.
We are committed to ensuring that your privacy is protected, and that all personal data is used in accordance with the General Data Protection Regulation and Data Protection Act 2018 (‘the data protection legislation’).
If we ask you for information that can confirm your identity (name, address, date of birth etc), we will only ever use that information in accordance with Yarlington’s Privacy Policy and this Privacy Notice, which will be updated from time to time.
 
What we collect
The information we collect from you will depend on the nature of your relationship with us. For example, if you're an existing or prospective Yarlington tenant, this information could include:
  • Name and date of birth
  • Current, previous and forwarding address
  • Telephone numbers and email addresses
  • Next of kin and marital status
  • Who else lives in your household
  • Gender, disabilities, ethnicity, cultural or religious beliefs, sexual orientation
  • Healthcare details
  • Employment details and state benefit entitlements
  • Records of antisocial behaviour, violence or criminal activity
  • Other agencies involved with your household
  • Safeguarding risks to children or other people
  • Training and education needs
  • Financial details
  • Bank or building society details
  • Responses to customer surveys
  • Other information to enable us to provide you with services
More often than not, this information will be provided to us by you. But we may receive some of it through external agencies.
In general, when using this Portal, we only require you to supply personal information that is necessary for supplying the service or carrying out the transaction you have requested.
Any other information you provide, will be optional but if you do provide this information to us, it will still be used in accordance with the data protection legislation and this Privacy Notice.
 
 
Sensitive information
Under the data protection legislation, certain special categories of personal information are classified as  particularly sensitive These include information relating to physical or mental health, sexual orientation, religious or philosophical beliefs, racial and ethnic origin, allegations of criminal offences and criminal convictions.
Sensitive data of this kind is confidential, and we will hold and respect it as such. However, when we have a genuine and pressing need to do so in fulfilling our duties towards our tenants, we may sometimes use that sensitive personal data, either with your express consent or as part of our legal obligations.
 
How we use your data
We may use your data:
  • to provide a requested service, or carry out the terms of a contract to which you are party (eg your tenancy agreement)
  • to better understand your needs
  • to make organisational improvements
  • for internal record keeping
  • to customise My Yarlington in accordance with your needs and interests
  • to send, with your consent, details of promotions and special offers which may be of interest to you.
  • to get in touch, with your consent, via phone, email, fax or post
  • to comply with our legal obligations
 
How long will we keep your data?
We will store your data in accordance with the terms of our Data Retention Policy which generally requires us to keep it for no longer than is reasonably necessary for us to fulfil the purposes set out in this guide, or In most cases this means a maximum of six years once your relationship with us has ceased (eg when you are no longer a tenant). However, we may hold your data for longer if you have threatened or are pursuing a legal dispute that requires us to hold your data for evidential purposes.
 
Your data, your say
You can restrict the collection or use of some of your personal information at any time through the general data protection rules page on our website. This allows you to control what your data can, and can not, be used for.
If you want to know what kind of personal information we hold about you, you have – according to the data protection legislation – the right to request it through a subject access request. You can do this by visiting the subject access request page.
One we have received your request and verified your identity and your wishes, Yarlington has 30 calendar days in which to respond.with the requested information.
If you have a question about the data we hold about you, or you believe that it is incorrect or incomplete, please log in to My Yarlington and amend it, or contact us.
 
Your My Yarlington
If you are registered with My Yarlington, you are the guardian of your username and password. You must not share this information with anyone else.
If you need to update your personal information, log in to My Yarlington and edit your account.
If you're not sure how to do this, please contact us.
 
Marketing
There may be times when we'd like to send information about events or services that could be of interest to you. You can opt in or out of this service at any time by logging in to My Yarlington and changing your settings here. You can also designate your preferred method of contact (ie email, text, post etc). We will never share your personal information with third party organisations for the purposes of marketing.
 
Legal requirements
There may be occasions when we share your personal information with other organisations because we are legally obliged to do so. Examples include:
  • Where we are compelled by law
  • when we are preparing for court proceedings or statutory action to enforce compliance with tenancy conditions
  • In order to comply with out contractual duty to provide you with the services you are owed as a tenant, for example support plans and repairs.
  • where there is a clear health and safety risk to you or others
  • where there are child protection or safeguarding issues
  • where there are other clear and serious risks to you, staff or others
 
Sometimes we need to share the personal information we process with other organisations. Where this is necessary we will comply with all aspects of the data protection legislation. What follows is a description of the types of organisations we may need to share some of the personal information we process with.
  • current, past or prospective employers
  • family, associates and representatives of the person whose personal data we are processing (with your permission)
  • educators and examining bodies
  • suppliers and service providers e.g. for repairs and planned maintenance
  • central government
  • auditors
  • survey and research organisations
  • other housing associations or trusts (with your permission)
  • trade unions and associations
  • health authorities (with your permission)
  • enquirers and complainants
  • security organisations
  • health and social welfare organisations (with your permission)
  • professional advisers and consultants
  • the housing corporation
  • probation services
  • charities and voluntary organisations (with your permission)
  • police forces
  • courts and tribunals
  • professional bodies (with your permission)
  • employment and recruitment agencies (with your permission)
  • credit reference agencies
  • debt collection agencies
  • landlords
  • press and the media for promotional purposes (with your permission)
 
Cookies
What are cookies? - 'Cookies' are small text files that are stored by a browser (e.g. Internet Explorer, Firefox, Google Chrome or Safari) on your computer. They allow websites to store such things as user preferences, providing a "memory" for the website and enabling it to recognise a user and respond appropriately.
When you register for an account with us, we generate cookies that signal whether you are signed in or not, and if you are allowed access to a particular service.
If you have not selected 'keep me signed in,' your cookies will be deleted when you shut down your computer or close your browser.
Every time a user visits our website, web analytics software provided by a third party generates an anonymous analytics cookie. These cookies can tell us whether or not you have visited the site before.
Your browser will tell us if you have these cookies, and if you don't, we generate new ones. This allows us to track how many individual unique users we have, and how often they visit the site.
These cookies are used for statistical purposes only.
 
Analytics
We use web analytics – information regarding the way in which you use the site, like time spent on pages, number of clicks to get to certain information etc – to aid web development and improvement.
 
Links to external websites
My Yarlington contains links to external websites. If you click on a link to an external website, please note that the terms of this privacy policy no longer apply. We are not responsible for any personal information you may supply whilst visiting said external site. Please exercise caution and read the privacy policy of the website in question.
 
Third party content
Similarly, we may, within My Yarlington, embed external content from third party websites like Twitter, Facebook and YouTube. These external websites may use cookies and the privacy policies that apply to such content will be published on the websites of the relevant content providers.
 
Call recording
Calls to and from Yarlington may be recorded for service improvement and training purposes. Calls may be recorded:
  • for staff training
  • to monitor and improve standards
  • for use in appraisals
  • to develop better customer service
  • as evidence in the case of disputes or investigations
  • to resolve complaints
Recordings of standard telephone conversations are held for up to four weeks. Recordings of conversations that are deemed abusive or threatening will be kept until all relevant investigation actions are complete.
Access to call recordings is through sampling apart from training purposes or when abusive or threatening behaviour has occurred or a complaint has been made and requires investigation. Access to these types of calls requires authorisation by the appropriate department Manager or Head of Service.
 
Closed Circuit Television (CCTV) The CCTV systems installed across the Yarlington estate are for safety and crime prevention only. Clearly visible notices are provided where CCTV is used (except where covert CCTV is in place for legitimate legal reasons).
CCTV images can be shared with lawyers, police and other agencies working to prevent or investigate crime, improve public safety or resolve antisocial behaviour.
CCTV images are retained for up to one calendar month after their recording or, where applicable, until enforcement action is completed. Images that are no longer required will be destroyed.
 
Security We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect and process.
 
Complaints
If you believe that we have mishandled your personal information, you have the right to complain. Please review the customer feedback policy for more information, or contact the Information Commissioner’s Office (ICO) Monday – Friday, 9am – 5pm, 0303 123 1113.
 
Your privacy policy
This notice is here to provide you with a brief overview of your rights and our obligations. It is not an exhaustive account that outlines all details regarding Yarlington’s collection and use of your personal information. But we are happy to provide you with further information if needed.
If you or someone you know would like this information on CD, in large print, braille or translated into another language, please contact our Communications Team.
 
Data Transfer Overseas
It may sometimes be necessary to transfer personal information overseas e.g. via the cloud or overseas web-hosting services. Where this is necessary this may be to countries outside of the European Union. Even when this is the case we are still required to ensure that we comply fully with all aspects of the data protection legislation and that your data is given adequate levels of protection.
 
Choice of Law
These terms shall be governed by and construed in accordance with English law. By using this website you hereby agree to submit to the exclusive jurisdiction of the English courts.
Yarlington Housing Group incorporates
Yarlington Housing Group (an exempt charity and Community Benefit Society No 7499). Registered office: Lupin Way, Yeovil, BA22 8WN. Website: www.myyarlington.co.uk or www.yhg.co.uk