Our Privacy Statement

On 25 th May 2018 the General Data Protection Regulations, (GDPR), replaced the Data Protection Act 1998 (DPA). This notice explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We care about your privacy. However, we have our own statutory requirements under which we collect your data so for this reason, we collect and process personal data (as a ‘Data Controller’) to deliver to you our services (‘Services’). Our Data Protection Officer is Frank Orman who can be contacted at chair@millhillresidents.org.uk and will be happy to respond to any concern of yours.

In most cases personal data will be restricted to basic information and information needed to enable us to assist you.

Our Privacy Policy is intended to explain to you how and what data we collect, and how and why we use your Personal Data. It also describes the options we provide for you to access, update or otherwise take control of Personal Data that we process on your behalf.

What Information we may Process
We collect information so that we can provide the best possible advice when you use our Services. We will process (collect and store) some or all the following personal information:

  • Personal contact details such as your name, title, address, telephone numbers, email address and your date of birth;
  • Details of your marital status and dependants;
  • Details of your nationality, and possibly other relevant data such as your health records, details of religious beliefs or details of criminal convictions or other offences.

You are not obligated to provide your personal information to us however as such information would be required for us to provide you with our Services.

Use of your Data
The primary reason for asking you to provide us with your Personal Data is to allow us to carry out your request– which will ordinarily be to represent you and deal with any issue you bring to us.

We may be required to process your Personal Data to comply with our obligations under legislation e.g. the Money Laundering Regulations 2017, the Proceeds of Crime Act 2002, the Criminal Finances Act 2017 and under Common Law. Accordingly, we may be required to disclose your Personal Data to relevant authorities. Subject to this however, we will NEVER disclose, or share your personal data without your consent and we never sell personal data to third parties.

Who has Access to your Data/Who can we Share it With
We have a data protection procedure in place to oversee the effective and secure processing of your Personal Data. We NEVER sell or share your data with third parties for marketing purposes.

Generally, we will only use your information within our organisation. However, we may when required and only in so far as is necessary share your Personal Data with other organisations.

If any of your information is shared with the above mentioned third parties, we will ensure that they comply, strictly and confidentially, with our instructions and that they do not use your personal information for their own purposes.

There may be some uses of personal data that may require your specific consent. If this is the case, we will contact you separately to ask for your consent, which you are free to withdraw at any time.

Protection of your Data
We recognise that your information is valuable, and we take all reasonable measures to protect it whilst it is in our care.

We have exceptional standards of technology and operational security to protect personally identifiable data from, loss, misuse, alteration or destruction.

How we Store and Keep your Data
Your personal information will be retained, in computer or manual form, for no longer than is necessary to fulfil the purpose for which the information was collected.

We are committed to ensuring that all Personal Data held about you is secure and we have implemented appropriate physical, electronic and managerial procedures to safeguard and protect this information.

What are your rights?
Under the GDPR, you are entitled to access your Personal Data (‘right to access’). If you make a request, please do so in writing addressed to our Data Protection Office .

A request for access to your Personal Data means you are entitled to a copy of the data we hold for you, such as your name, address, contact details, date of birth, information regarding your health etc, but it does not mean you are entitled to the documents that contain this data.

You can ask us to correct your data:

  • Where you contest the accuracy of the Personal Data – we should restrict the processing until we have verified the accuracy of that data
  • Where processing is unlawful, and you request restriction

You are entitled to ask us to remove your data.

Complaints about your Personal Data
If you wish to raise a complaint regarding how we have handled your Personal Data, you can contact our Data Protection Officer who will investigate your complaint further. Our Data Protection Officer is Frank Orman and you can email his at chair@millhillresidents.org.uk
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).

Information’s Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113

Changes to our Privacy Policy
We reserve the right to modify this Privacy Policy at any time. If we decide to update our Privacy Policy, this will be reflected on this Privacy Policy and any other places we deem appropriate so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we may disclose it.