Privacy Notice
This Privacy Notice explains how CADDT uses and protects your information.
What personal information do we collect
CADDT is registered with the Information Commissioners Office.
- We collect personal and sensitive information to deliver services.
- When we ask you for information, we will tell you how we will use it.
- If you agree, we will use your information to tell you about services, products, events, news or other information. If you do not agree, we will not send you this type of information.
How do we use your personal information?
We will collect, use and store information only when allowed for by the GDPR through:
- Consent
- Contract
- Legal Obligation
- Legitimate Interest
- Public Tasks
- Vital Interests
Examples of how information will be used include:
- allocate property
- get feedback
- in response to requests allowed for by the GDPR e.g. Local Authority or Government agency
- investigate complaints
- manage tenancies and leases
- process rent, service and other charges
- provide advice or support
- provide education, employment and training advice
- provide repairs and maintenance
- provide services
- research studies
- recruitment and volunteering
Information will be shared with others only if:
- another organisation is providing services as CADDT’s agent or contractor
- the law says we have to e.g. safeguarding; or detection and prevention of crime
- you have given permission
- it is in our legitimate interest or in your legitimate interest
Who we may share your information with (please note this is not an exhaustive list)
- Bridgend County Borough Council
- Welsh Government
- Wales Council for Voluntary Action
- Bridgend Association of Volunteer Organisations
- Other landlords
- UK Government and other regulatory bodies including elected officials
- Police and other emergency services
- Payroll and Pensions Providers
- Utility Companies
- Insurance Companies
- Solicitors
- Repairs Contractors
- Auditors
- Community Support Organisations
- and other companies where we have a lawful basis or an exemption under GDPR
How long will we store information?
CADDT adopts our funder's guidance on document retention (Usually no longer than 6 years)
Websites
Our websites use Google Analytics to collect information about visitors. This information is processed in a way that does not allow us to identify anyone.
Website forms
When you fill-in an online form, we may collect personal information so we can deal with the enquiry. The information will be stored via the website for one month.
Website Links
Clicking on a link to a different website means you leave our website. Each separate website should have a Privacy Notice.
Telephoning us
When you phone CADDT we collect Calling Line Identification information, and the time and duration of the call. We also record some calls. We use this information to help improve performance.
Translation services are provided by a third party which does not retain information from, nor record, calls.
Emailing us
Avast monitors and scans emails and attachments sent to us. The email sender is responsible for ensuring email and attachment contents comply with the law.
Complaints and enquiries
We will ask for information so we can investigate and respond to complaints and enquiries.
The information collected will be used to investigate and respond to complaints and enquiries. It may be shared securely with:
- The Ombudsman
- officers investigating the complaint
- officers responding to the complaint or enquiry
- panel members (including a resident, or a Board or Committee member)
- third parties (if we need information from one of our data processors)
Information related to a complaint will be retained securely for 6 years once the complaint has been closed.
We will assume your consent to share information with an elected Councillor or MP when they make an enquiry on your behalf.
Using services
To provide services, or assess eligibility for a service, CADDT has to have information about you.
We will use (and sometimes share) information to provide services, or to assess your eligibility for a service e.g. providing contact details to a contractor who is carrying out a repair
If you agree, we will use your information to send you a survey about our services. If you do not agree, we will not send you a survey.
Insurers
We will upon request from our insurers provide names, address and contact details of members in order to aid the investigation and resolution of an insurance claim. This is shared under our legitimate business interest and contractual obligation.
CCTV
CCTV systems are used in our buildings and on our property. They are not usually monitored in real-time, but may be if an on-going incident is reported.
Footage is recorded over after 30 days. Downloads are restricted, but will be shared with the Police or other agencies for the purpose of preventing and detecting crime. Downloaded images are securely stored and access is restricted.
Freedom of information
CADDTis not a prescribed organisation for the purposes of the Freedom of Information Act. We do not share information requested under the Act’s provisions.
Job applicants, and current and former employees
Information provided when you apply for a job, will be used only for the purposes of the recruitment process, or to fulfil legal or regulatory requirements if necessary. The information will be securely stored, access will be restricted and it will not shared with third parties, except for the purposes of preventing and detecting crime. We may share employee information relating to former employees with prospective employers. This will only include your start and end date and role you held with CADDT
Application stage
We will ask you for contact details, work experience, education, referees and for answers to questions relevant to the role being applied for.
We will also ask for personal profile information such as ethnicity and religion. You do not have to provide this information, and not providing the information will not affect your application. Information you do provide will be used only for statistical analysis and you will not be identified.
Shortlisting
Officers taking recruitment decisions will be provided with written applications. They will not see personal profile information. When the recruitment process has completed, any copies of unsuccessful applications will be destroyed.
Assessments
As well as interviews, recruitment processes may include assessment days; tests or occupational personality profile questionnaires; role play – or a combination of these. If you are not appointed, 6 months after the recruitment decision information provided during the process will be destroyed.
Employment Offers
We are required to confirm the identity of the people who work for us, their right to work in the United Kingdom and seek assurance as to trustworthiness, integrity and reliability. We will also ask for emergency contact and bank details. This information will be securely stored, and access is restricted.
Occupational Health
When an employee is required to have a medical assessment (i.e. to review their fitness for work and obtain further information around their health and wellbeing), CADDT will share your personal information including sickness records and health conditions details to an Occupational Health consultant. CADDT will always notify you before sharing your personal information.
Use of data processors
CADDT does not use any third party data processors
We may share your information with our auditors for monitoring and regulatory purposes.
How long is information retained for?
If you work for CADDT, your information will be retained for 6 years after you leave our employment.
If you apply for a job, but are not offered it, the information you provide will be retained for up to 6 months after the recruitment decision is made.
Anonymised personal profile information is retained indefinitely.
Recruitment decisions
Recruitment decisions are taken by team managers who consider all information collected during the application process.
Verbal feedback, available by emailing recruitment@caddt.org will only be provided to shortlisted applicants.
Your rights
- Right to be informed
- Right to data portability
- Right to erasure
- Right to object
- Right to rectification
- Right to restrict processing
- Rights related to automated decision making including profiling
You can access information we hold about you by making a ‘subject access request’. The request must be in writing.
We will give you a copy of the information you request, explain why we have the information and who it may be shared with. If there is any information we are not able to give you we will explain why.
Contact us
This privacy notice does not detail all of the types or uses of information. If you have a specific question not covered in this notice, contact us:
Tel: 01656 670812
email: a.humphries@caddt.org
In writing to: Ann Humphries, Senior Administration Officer