Privacy Notice
How we use your personal information
Personal information is sometimes referred to as Personal Data. It is any information about a person from which that person can be identified.
We aim to be clear, honest and open in the way we use your data.
Who is this Privacy Notice for?
• People enquiring about accommodation
• Residents , former residents and alumni
• Job applicants,
• Employees and former employees
• Trustee-Directors
• Anyone in photographs
The types of personal information we may collect
People enquiring about accommodation
· Information on your application, emails, contract, and associated notes etc.
· Name & contact details
· Date of birth, gender
· Spouse’s / partner’s name, number and age of children
· Country of origin & native language
· Place of study, course and dates
· Mobility, sight, hearing or other health issues that we need to be aware of in relation to accommodation?
Residents
· Information on your application, emails, contract, and associated notes etc. before and during your stay at BISH
· Date of birth, gender
· Spouse’s / partner’s name,
· Children’s names, ages and genders
· Country of origin & native language
· Place of study, course and dates
· [We will re-word this soon. Revised wording:] “Are there any mobility, sight, hearing or other health issues that we need to be aware of in relation to accommodation?”
· Contact details of your emergency contact
· Photocopy of your Residence Permit (BRP), visa &/or passport
Alumni
· We intend to set up an alumni association. When we do we will amend our privacy notice.
Employees
· Contact details: address, email, mobile, landline
· Marital status
· Criminal convictions not “spent”
· Information regarding your health. This includes the Medical Questionnaire completed before starting work and any other information given during the course of employment as it affects or could affect your work.
· Contact details of next of kin &/or emergency contact
· Details of previous employers and other details on P45 / P46
· Gender (current and birth)
· Religion/belief/faith
· Sexual orientation
· Disability
· References
· Date of birth
· Nationality
· Proof of entitlement to work in UK (copy of passport & visa)
· Passport number
· National Insurance number
· Student loan: yes/no
· Bank account details
· Medical/health information (Medical Questionnaire and sickness record)
· Absence record
· Disciplinary record
· 1-2-1 notes
· Appraisals
Job Applicants
· Contact details: address, email, mobile, landline
· UK/EU/EEA citizen? Entitlement to work.
· Criminal convictions not “spent”
· Information regarding your health. This includes the Medical Questionnaire completed before starting work
· Details of previous employers and other details on P45 / P46
· Gender (current and birth)
· Religion/belief/faith
· Sexual orientation
· Disability
· Date of birth
· References
Trustee Directors
· Full name and contact details: address, email, mobile, landline
· Confirmation that you are not barred from being a trustee
Loft storage
If you store items in the loft at Wesley:
· Name
· Email address
Photographs
· Photograph(s)
· Contact details
What do we do with your personal information?
People enquiring about accommodation
• We use your information to help identify availability of accommodation and to provide that accommodation.
• We would like to hold and use your answer to the question “Are there any mobility, sight, hearing or other health issues that we need to be aware of in relation to accommodation?” for the purpose of deciding which of the available accommodation would be suitable for your needs, and any other accommodation issues that arise. By submitting an application you consent to BISH processing this information in accordance with our Privacy Notice.
Residents
• We use your information to help identify availability of accommodation and to provide that accommodation.
• We would like to hold and use your answer to the question “Are there any mobility, sight, hearing or other health issues that we need to be aware of in relation to accommodation?” for the purpose of deciding which of the available accommodation would be suitable for your needs, and any other accommodation issues that arise. By submitting an application you consent to BISH processing this information in accordance with our Privacy Notice.
• We may contact your emergency contact if, for example, you are ill or we have a significant concern about your wellbeing.
Employees
• We use your information to help in providing employment and associated matters (e.g. pension).
Job Applicants
We use your information to help in the application process including, where appropriate, contacting your referees.
Trustee Directors
We use your information to:
· Enable you to be a trustee director.
· To keep you informed of news, services, activities, events and fund raising events at BISH
· To share your contact details with the Methodist Birmingham District and the Connexional Team, so that they can contact you with regards to events or services which are relevant to the role you are undertaking.
Loft storage
We use your information so that we can
· Identify which items belong to you
· Contact you about storage
Photographs
We sometimes use photographs in our Annual Review, on our website, or other promotional material.
Printed copies of the Annual Review are, for example, given to people who are or might be interested in BISH, or those who could recommend us to international students seeking accommodation. The Annual Review is also accessible via our website, which of course anyone could access.
Sharing personal information with other organisations
People enquiring about accommodation
We do not share your information with other organisations unless we are required by law to do disclose some information, but that is extremely rare.
Residents
· If you occupy a flat we tell the Council Tax Office that you have moved in.
· Apart from that we do not share your information unless we are required by law to do so, but that is extremely rare.
Employees
· We do not share your information with other people or organisations except where necessary &/or where legally obliged to do so, e.g. tax, pension
· For Medical Questionnaire – see Job Applicants
· Information from the Equality & Diversity Monitoring Form may be shared with our parent body, the Methodist Church.
Job Applicants
We do not share your information with other people or organisations except:
· Where we are legally obliged to do so, e.g. for tax purposes.
· In relation to your Medical Questionnaire:
o A copy may be forwarded to our Medical Adviser if judged appropriate, so that they can assess your health in relation to the job offered.
o Further information may be given to your GP &/or hospital specialist if requested by the Medical Advisor
· Information from the Equality & Diversity Monitoring Form may be shared with our parent body, the Methodist Church.
Trustee Directors
We share information about you with:
· Companies House
· The Charity Commission
· The Methodist Birmingham District and the Connexional Team
Loft storage
We do not share your information with other people or organisations.
Photographs
We may pass photographs to:
• Our printers for use in our printed material.
• Our website designers and our website hosts for use on our website.
How long do we keep your information?
People enquiring about accommodation
· If you apply for accommodation but we cannot help you, we will keep your information for 1 year from the date of your latest contact with us. This makes it easier if you re-apply.
· Successful applicants and residents: please see separate notes
Residents
We will keep your personal information until 1 year after you leave or 1 year from that date of the latest communication if later. We may keep your information longer if you owe money to us or we need to communicate about damage to or loss of BISH property, or any other reasonable and legitimate reason. In such cases we will keep your information for 1 year after the issue has been resolved.
Employees
We keep your information for current tax year + 6 years from the date you cease to be a BISH employee. This complies with legislation.
Job Applicants
We keep your information for 6 months
Trustee Directors
· Information needed for Companies House &/or The Charity Commission is kept for current Accounting Year + 6 years from the date you cease to be a trustee director
· Renewal of consent for other information is requested every 2 years
Loft storage
We will keep your information for the length of the agreement + 1 year from the date of last communication.
Photographs
We would like to keep photos indefinitely, but will only use them with your specific consent.
When we dispose of your information we will do so securely.
The lawful basis for holding your information
People enquiring about accommodation
· The lawful basis for holding your information is so that we can handle your application and, if successful, provide you with accommodation.
· Unsuccessful applicants: Keeping your information for 1 year requires your consent. You may withdraw that consent by contacting us at enquiries@bish.org.uk
Residents
· The lawful basis for holding your information is so that we can handle your application and, if successful, provide you with accommodation.
· Information about your mobility, sight or other health issues requires your consent
· Successful applicants and residents: Keeping your information for 1 year after you leave requires your consent. You may withdraw that consent by contacting us at enquiries@bish.org.uk If you withdraw your consent we may still keep enough information to handle any outstanding issues (e.g. money owed to BISH) where we can legally do so.
Employees
The lawful basis for holding your information:
· Current employees: so that you can be employed (and for pension provision).
· Some information is required by employment law &/or HMRC
· Ex-employees: to comply with statute law
· Most of the information on the Medical questionnaire requires your consent.
· Answers to the questions on the Equality & Diversity Form about your:
o Religion/belief/faith
o Change of gender
o Sexual orientation
require your consent.
Job Applicants
The lawful basis:
· So that we can assess your application.
· Some information is required by employment law &/or HMRC
· Most of the information on the Medical questionnaire requires your consent.
· Answers to the questions on the Equality & Diversity Form about your:
o Religion/belief/faith
o Change of gender
o Sexual orientation
require your consent.
Trustee Directors
The lawful basis is so that you can be a trustee director.
The lawful basis for holding information for the following purposes is consent:
· To keep you informed of news, services, activities, events and fund raising events at BISH.
· To share your contact details with the Methodist Birmingham District and the Connexional Team, so that they can contact you with regards to events or services which are relevant to the role you are undertaking.
Loft storage
The lawful basis is so that storage can be provided.
Photographs
The lawful basis is consent
Additional notes about photographs
There are two main types of photos:
1. Photos in which you are the main person in the photo, or one of a number of people who are the main subject of the photo.
2. Photos in which you appear in the background. There is a specific heading for this type of photo.
Lawful basis for using a photograph:
· Before we use a photo we will ask for your consent*.
· If you agree, and we use the photo on our website we will ask for your ongoing consent every 2 years.
· If we use a photo in other promotional material, we will ask for your ongoing consent every 2 years.
· If we use a photo in our Annual Review we will only ask for your consent once. This is because it is rare for us to give an old Annual Review to someone.
By giving consent, you agree to let us keep your contact details for this purpose.
*For photos in which people appear in the background:
If there is an event at which we will take photos, we will put up one or more posters informing you and asking you to tell us if you do not want us to use any photos in which you appear. Your consent for us to use these photographs will be assumed.
If you withdraw consent we will continue to use any Annual Reviews and promotional material that have already been printed. We will take reasonable steps to remove or delete photographs used in other ways.
Additional note about loft storage
Please note: We are not responsible for any personal data you store in the loft
Your rights
You have the right to:
· ask for a copy of your personal information we process.
· ask us to correct any inaccuracies
· ask that we erase any personal information where there is no good reason for us to process it.
· Ask for a restriction on processing your personal information
· Where consent is the legal basis for processing your personal information, you have the right to withdraw consent.
If you think there is a problem with how we have handled your information
If you think there is a problem with how we have handled your information please tell us. If we cannot resolve the matter, you can complain to The Information Commissioner’s Office (www.ico.org.uk)
Birmingham International Student Homes (BISH)
Registered office: 52 Oakfield Road, Birmingham B29 7EQ
Contact for Data Protection issues: Chris Sherman