KCHA Privacy Policy & Cookies
Privacy and Data Protection Statement
Kingston Churches Housing Association is committed to protecting your privacy. This policy explains how we collect and use the personal information you provide to us whether online or via phone, mobile, e-mail, letter or other correspondence.
By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy. Please click the table below to expand the information you wish to view.
Kingston Churches Housing Association is committed to protecting your privacy. This policy explains how we collect and use the personal information you provide to us whether online or via phone, mobile, e-mail, letter or other correspondence.
By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy. Please click the table below to expand the information you wish to view.
1. GDPR
The EU General Data Protection Regulation (GDPR) effective from May 2018 gives all EU citizens more rights and protections for their personal data, to minimise the possibility of theft and fraud.
These regulations include provisions for the following areas:
Our core principles regarding user privacy and data protection
User privacy and data protection are inviolable human rights
Relevant legislation
Alongside our business and internal computer systems, the KCHA website is designed to comply with the following national and international legislation with regards to data protection and user privacy:
UK Data Protection Act 1988 (DPA)
EU Data Protection Directive 1995 (DPD)
EU General Data Protection Regulation 2018 (GDPR)
This site’s compliance with the above legislation, all elements of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact our data protection officer for clarification.
These regulations include provisions for the following areas:
- The right to be informed: Organisations must publish a privacy notice, in addition to explaining transparently how they use this personal data.
- The right of access: Individuals will have the right to demand details of any of their data that an organisation may hold. This information must be provided within one month of request at no charge to the individual.
- The right to rectification: If a person’s data is incorrect or incomplete, he or she has the right to have it corrected. If the organisation that holds the information has passed any of that information to third parties. The company must inform the third party of the correction and inform the person which third parties have their personal data.
- The right to be forgotten: A person may request the removal of his or her personal data in specific circumstances.
- The right to restrict processing: Under certain circumstances, an individual can block the processing of his or her personal data.
- The right to data portability: A person can access their data for their own use anywhere they prefer.
- The right to object: A person can object to the use of their personal data for most purposes.
- We operate our Data protection in compliance with BS 10012:217: Specification for a personal information management system. Specification for a personal information management system.
Our core principles regarding user privacy and data protection
User privacy and data protection are inviolable human rights
- We have a duty of care to people contained within our data
- Data is a liability: it should only be collected and processed when absolutely necessary
- We despise spam in all its forms
- We will never sell, rent or otherwise distribute or make public any personal information
Relevant legislation
Alongside our business and internal computer systems, the KCHA website is designed to comply with the following national and international legislation with regards to data protection and user privacy:
UK Data Protection Act 1988 (DPA)
EU Data Protection Directive 1995 (DPD)
EU General Data Protection Regulation 2018 (GDPR)
This site’s compliance with the above legislation, all elements of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact our data protection officer for clarification.
2. Collection of Data
KCHA collects data throughout the website for the following reasons:
KCHA uses a Venture Digital dashboard to monitor the website's analytical data. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to track their journey through the website.
Although Venture Digital records data such as your approximate geographical location, device, internet browser and operating system, none of this information personally identifies you to us.
Venture Digital makes use of cookies to enhance your experience whilst using the KCHA, details of which can be found on Venture Digital's Privacy Policy by clicking below.
Disabling cookies on your internet browser will stop Venture Digital from tracking any part of your visit to pages within this website, but may inhibit your experience of the KCHA website.
You can view Venture Digital's Privacy Policy here.
KCHA uses a Venture Digital dashboard to monitor the website's analytical data. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to track their journey through the website.
Although Venture Digital records data such as your approximate geographical location, device, internet browser and operating system, none of this information personally identifies you to us.
Venture Digital makes use of cookies to enhance your experience whilst using the KCHA, details of which can be found on Venture Digital's Privacy Policy by clicking below.
Disabling cookies on your internet browser will stop Venture Digital from tracking any part of your visit to pages within this website, but may inhibit your experience of the KCHA website.
You can view Venture Digital's Privacy Policy here.
3. KCHA Forms & Email Delivery
Data submitted through all Kingston Churches Housing Association | KCHA forms, including the generic Contact Form (here), used by Tenants or General Enquires, is done so via a TLS (Transport Layer Security) (formerly SSL - Secure Socket Layers) encrypted connection. This ensures the data submitted is kept secure throughout the transfer process. Delivery of all information is encrypted prior to being sent and then decrypted on delivery to KCHA's secure servers.
Once the data has been submitted, our authorised third party webmaster, Venture Digital, will securely store the data for a period of 30 days to ensure a backup is available upon request. All data after this period will be deleted, unless the Association deem it necessary to retain the information for administrative purposes. The data submitted through KCHA forms will not be transferred to any third party suppliers.
Feedback on Repairs
KCHA collects voluntary data, manually submitted by Tenants on feedback from work carried out on their property.
If negative feedback is submitted through the 'Feedback on Repairs' form, this information may be shared with the contractor responsible for the repair to improve future services supplied by KCHA.
Submission of any data through the 'Feedback on Repairs' form, will be stored securely on dedicated KCHA servers. Information surrounding the data submitted may be used in reports and publications issued by KCHA outlining the Associations performance. If consent is issued, feedback may be utilised as a testimonial either digitally as part of the KCHA website, or in further written publications.
Report a Repair
Information submitted via the 'Report a Repair' form will be appropriately allocated to a contractor outlined in our Approved Contractors document. This can be located in the Policies and Procedures section of the KCHA website. Only necessary information relating to the job description will be issued to the contractor. Any data submitted will be kept for auditing purposes on a secure, dedicated software platform for KCHA use only. Your data will not be presented to any unauthorised third parties.
Once the data has been submitted, our authorised third party webmaster, Venture Digital, will securely store the data for a period of 30 days to ensure a backup is available upon request. All data after this period will be deleted, unless the Association deem it necessary to retain the information for administrative purposes. The data submitted through KCHA forms will not be transferred to any third party suppliers.
Feedback on Repairs
KCHA collects voluntary data, manually submitted by Tenants on feedback from work carried out on their property.
If negative feedback is submitted through the 'Feedback on Repairs' form, this information may be shared with the contractor responsible for the repair to improve future services supplied by KCHA.
Submission of any data through the 'Feedback on Repairs' form, will be stored securely on dedicated KCHA servers. Information surrounding the data submitted may be used in reports and publications issued by KCHA outlining the Associations performance. If consent is issued, feedback may be utilised as a testimonial either digitally as part of the KCHA website, or in further written publications.
Report a Repair
Information submitted via the 'Report a Repair' form will be appropriately allocated to a contractor outlined in our Approved Contractors document. This can be located in the Policies and Procedures section of the KCHA website. Only necessary information relating to the job description will be issued to the contractor. Any data submitted will be kept for auditing purposes on a secure, dedicated software platform for KCHA use only. Your data will not be presented to any unauthorised third parties.
4. Online Payments
Paying your rent online | via the KCHA website is a secure process, completed through TSL (formerly SSL) encrypted software. A series of questions will be prompted throughout the payment process to identify;
These details will be registered, along with your payment to help KCHA allocate the payment amount you select to the correct account. These details will be kept securely for a period of 7 years for auditing and remittance purposes only.
KCHA do not retain financial information relating to your purchase, for example, card numbers, expiry dates or security codes as part of the payment process. WorldPay monitor transactions to help prevent fraud, identity theft and email phishing. If WorldPay suspect suspicious activity relating to your transaction, they may investigate further or hold your payment to help prevent fraudulent activity. WorldPay hold their own Privacy Policy, which is frequently updated and adheres to all GDPR guidelines. The Privacy Policy can be found here.
KCHA monitor abandoned | incomplete transactions made through our online payment form. These records will be deleted after a period of time, but we may contact you if we feel you need further assistance, using the information supplied in the form. If the details supplied cannot be used to contact you (incomplete or otherwise) the details submitted will be deleted within 24 hours of submission.
Your data which is encrypted, is as follows:
- Your Name
- Your Email Address
- Your Tenants Sequence Number
- Your Address
These details will be registered, along with your payment to help KCHA allocate the payment amount you select to the correct account. These details will be kept securely for a period of 7 years for auditing and remittance purposes only.
KCHA do not retain financial information relating to your purchase, for example, card numbers, expiry dates or security codes as part of the payment process. WorldPay monitor transactions to help prevent fraud, identity theft and email phishing. If WorldPay suspect suspicious activity relating to your transaction, they may investigate further or hold your payment to help prevent fraudulent activity. WorldPay hold their own Privacy Policy, which is frequently updated and adheres to all GDPR guidelines. The Privacy Policy can be found here.
KCHA monitor abandoned | incomplete transactions made through our online payment form. These records will be deleted after a period of time, but we may contact you if we feel you need further assistance, using the information supplied in the form. If the details supplied cannot be used to contact you (incomplete or otherwise) the details submitted will be deleted within 24 hours of submission.
Your data which is encrypted, is as follows:
- Personal data (address data, telephone number, etc.)
- Login data (username and password)
- All methods of payment selected, credit card and bank account
5. Information sharing and disclosure
We will not sell or swap your information with any third party.
We may share your information with our data processors. These are trusted partner organisations that work with us in connection with our organisation’s purposes. All our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate contracts and controls are in place and we regularly monitor all our partners to ensure their compliance.
We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.
We do not share your information for any other purposes.
We may share your information with our data processors. These are trusted partner organisations that work with us in connection with our organisation’s purposes. All our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate contracts and controls are in place and we regularly monitor all our partners to ensure their compliance.
We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.
We do not share your information for any other purposes.
6. THE ACCURACY OF YOUR INFORMATION
We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.
7. STORING YOUR INFORMATION
Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area. This may occur if, for example, if one of our trusted partners servers are located in a country outside the EU. These countries may not have similar data protection laws to the UK however, we will take steps with the aim of ensuring your privacy continues to be protected as outlined in this privacy policy.
We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.
We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.
8. Our website
Our websites use cookies to enhance our website visitors experience on the KCHA website. We also track information about how people are using the website. More information on cookies can be found below.
For all areas of our website which collect personal information, we use a secure server. Although we cannot 100 per cent guarantee the security of any information you transmit to us, we enforce strict procedures and security features to protect your information and prevent unauthorised access.
Our website may contain links to other websites belonging to third parties and we sometimes choose to participate in social networking sites including but not limited to LinkedIn, Twitter, YouTube and Facebook. We may also include content from sites such as these on our website however, would advise that we do not have any control the privacy practices of these other sites. You should make sure when you leave our site that you have read and understood that site’s privacy policy in addition to our own.
For all areas of our website which collect personal information, we use a secure server. Although we cannot 100 per cent guarantee the security of any information you transmit to us, we enforce strict procedures and security features to protect your information and prevent unauthorised access.
Our website may contain links to other websites belonging to third parties and we sometimes choose to participate in social networking sites including but not limited to LinkedIn, Twitter, YouTube and Facebook. We may also include content from sites such as these on our website however, would advise that we do not have any control the privacy practices of these other sites. You should make sure when you leave our site that you have read and understood that site’s privacy policy in addition to our own.
9. Cookies
What are cookies?
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work better, as well as to provide information to the owners of the site. A cookie often contains a unique number, which can be used to recognise your computer when a user of your computer returns to a website that it visited previously.
How does Kingston Churches Housing Association use cookies?
We use cookies to enhance the online experience of our visitors, to better understand how our websites are used (see 2. Collection of Data above)
Your rights
Our cookies do not store financial information or information which is capable of directly identifying you (such as your name or address). You have the right to choose whether to accept these cookies. You can exercise this right by amending or setting the controls on your browser to reflect your cookie preferences. However, please note that if you choose to refuse cookies you may not be able to use the full functionality of this website.
Changing your cookie preferences
The “Help” menu in the toolbar of most web browsers will tell you how to change your browser’s cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. An online guide is available if you have difficulties trying to change your browser settings.
https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
https://support.google.com/accounts/answer/61416?co=GENIE.Platform%3DDesktop&hl=en
https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
Cookie terminology
We have classified our cookies into two broad types – ‘first party cookies’ and ‘third party cookies’:
In addition, cookies may be either ‘session cookies’ or ‘persistent cookies’. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached.
We do not use third party cookies that track your usage this and other websites to serve advertising.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work better, as well as to provide information to the owners of the site. A cookie often contains a unique number, which can be used to recognise your computer when a user of your computer returns to a website that it visited previously.
How does Kingston Churches Housing Association use cookies?
We use cookies to enhance the online experience of our visitors, to better understand how our websites are used (see 2. Collection of Data above)
Your rights
Our cookies do not store financial information or information which is capable of directly identifying you (such as your name or address). You have the right to choose whether to accept these cookies. You can exercise this right by amending or setting the controls on your browser to reflect your cookie preferences. However, please note that if you choose to refuse cookies you may not be able to use the full functionality of this website.
Changing your cookie preferences
The “Help” menu in the toolbar of most web browsers will tell you how to change your browser’s cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. An online guide is available if you have difficulties trying to change your browser settings.
https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
https://support.google.com/accounts/answer/61416?co=GENIE.Platform%3DDesktop&hl=en
https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
Cookie terminology
We have classified our cookies into two broad types – ‘first party cookies’ and ‘third party cookies’:
- We use Google Analytics cookies which help us monitor the site and improve it to make your experience better.
- We also use some social media cookies which allow you to interact with our website through various social media sites such as Facebook, Twitter and YouTube.
- Our content management system will also set cookies without which the site could not function.
In addition, cookies may be either ‘session cookies’ or ‘persistent cookies’. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached.
We do not use third party cookies that track your usage this and other websites to serve advertising.
10. Data Breaches
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website - here).
11. Changes to the Policy
This policy replaces all previous versions and is correct as of the date at the end of this web page. We will regularly review and update this Privacy and Data Protection Statement and will update, modify, add or remove sections at our discretion. Any changes will be notified to you through on this page. Your continued use of our website, any of our services and/or the continued provision of personal information after we have posted the changes to these terms will be taken to mean you are in agreement with those changes.
12. Your Rights & Privacy Queries
You have the right to:
- Request a copy of the information we hold about you;
- Update or amend the information we hold about you if it is wrong;
- Change your communication preferences at any time;
- Ask us to remove your personal information from our records;
- Object to the processing of your information for marketing purposes; or
- Raise a concern or complaint about the way in which your information is being used.
If you wish to find out more about these rights, or obtain a copy of the information we hold about you, please contact our Data Controller / us at:
FTAO: Karen Hart KCHA, Meadway House, 17/21 Brighton Road, Surbiton Surrey, KT6 5LR [email protected] 020 8399 7221 |
[email protected] | 020 8399 7221
Kingston Churches Housing Association, Meadway House, 17/21 Brighton Road, Surbiton, Surrey, KT6 5LR
Registered with charitable status under the Co-operative and Community Benefit Societies Act 2014 – No. 17374R
Registered with the Homes and Communities Agency – No L0891. Member of the National Housing Federation
Registered with the Homes and Communities Agency – No L0891. Member of the National Housing Federation
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