PRIVACY NOTICE FOR FRANK PARKINSON YORKSHIRE TRUST

This privacy notice relates to Frank Parkinson Yorkshire Trust specifically the provision of Almshouse accommodation.

It applies to information provided by post, email, telephone, in person and online.

The categories of information that we collect, process, hold and share include:

Personal Information

• Name, address, contact details, date of birth and national insurance numbers of licensees/beneficiaries who reside in FPYT Almshouses
• Name and contact details of licensee next of kin and general practitioner.
• Previous residency information to serve as evidence of connection to the wards served by FPYT.
• Income and assets including property and savings; and expenditure (in the year prior to applying for FPYT almshouse accommodation and each year after becoming a resident in a FPYT almshouse

Special category personal data that we process includes:

• Ethnicity
• Disability
• Gender
• Age

Other information

• Details of advocates with explicit permission to be involved in applications for rehousing and/or throughout an individual’s time as a resident (this includes IMCAs, Power of Attorney for health/finances or both)
• Details of any support you receive to help you to live independently (including services you pay for or family and voluntary support)
• Forwarding addresses in the event an almshouse is vacated.
• Vehicle information if access to parking and/or garage space is required on FPYT site.

Where necessary FPYT may ask for other information to process and decide the outcome of a housing application, including:

• Evidence of others the household and their financial situation
• Details of current landlord
• Referees’ names, contact details.
• Reasons for applying for almshouse accommodation at FPYT.
• Details of any conflict of interest including any relationships to Trustees or members of staff at FPYT
• Previous addresses
• Information about an applicant’s health and care needs to assess housing need in line with our Governing Document which sets out the eligibility for housing.

Why FPYT collect and hold this information.

The Trust use person identifiable information to:

• create a potential and actual beneficiary record.
• check eligibility for the Almshouse accommodation.
• manage almshouse applications.
• manage offers of housing where made.
• manage residency for licensees/beneficiaries where an offer of housing is taken up.
• detect fraudulent applications.
• enable us to conduct specific functions for which we are responsible, including Landlord responsibilities and statutory requirements.
• safeguard vulnerable people.
• Assess, evaluate, and continuously improve the quality of our services.
• derive statistics and intelligence which inform decisions about future delivery of our services.

The lawful basis on which we use this information.

• We have a contract with licensees/beneficiaries, or we are taking steps with those applying for accommodation before entering a formal contract.
• Legitimate interest to perform our duties as a landlord Potential and actual licensees/beneficiaries have given permission when applying for accommodation.

Processing licensee/beneficiary information

The processing is necessary so that we can create an account on expression of interest in almshouse accommodation.

For housing applications our processing is necessary to inform decision making as to whether an almshouse will be offered and subsequently a contract drawn up.

Special Category Data

To do this work, we also need to collect some special category data. This is personal data that needs more protection because it is sensitive. Under Article 9 of the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing special category information are:

• Support for individuals with a particular disability or medical condition
• To prevent discrimination based on protected characteristics among those expressing an interest/applying for FPYT almshouse accommodation.
• Safeguarding of individuals at risk where there is an accommodation need.
• Service Planning and Service Delivery

How we store your personal information

Data is stored electronically on secure IT systems and in our offices on site at Frank Parkingson Yorkshire Trust, 26 Frank Parkinson Court, Bingley Lands, Guiseley, Leeds LS20 9EY. Data stored on site is in locked cabinets in the secure office areas which can only be accessed by the Estate Management Team and Head of Operations.

How long is my data retained?

For anyone who expresses an interest and applies to become a beneficiary of FPYT we will retain their data for 7 years, from the initial expression of interest or the letter of Appointment being completed if housing is offered.

At the appropriate time in line with government and ICO retention policies, we will dispose of your information, using secure processes e.g., manual destruction of paper-based information using agreed confidential waste routes. Removal of electronic records from IT systems

Why we might share your information.

We may sometimes share the information we have collected about individuals where it is necessary, lawful, and where we have fair reason to do so. In each case we will only share the minimum amount of information, only when required, for the following reasons:

• To safeguard vulnerable adults at risk.
• Where there is deemed to be a safety or safeguarding risk to staff or others, and it is determined as appropriate by the Head of Operations
• To manage our statutory requirements in relation to Health and Safety

Who might we share this information with:

Third party agencies, such as Anchor on Call who provide out of hours on call support services where it is necessary and appropriate for the delivery of a service to residents.

Other partners including, Police; Fire service and the Local Authority in relation to safeguarding vulnerable adults and health and wellbeing.

Under data protection law, a person has a number of rights,

• right to ask for access to all the information held about the person.
• The right to have any incorrect records rectified.
• To be informed if FPYT are processing an individual’s data and how this manged.
• To request a copy of the personal information that is held.

If you would like further information about this privacy notice, please contact: Frank Parkinson Yorkshire Trust by emailing info@FPYT.org.uk

If you have any worries or questions about how your personal data is handled or wish to exercise any of your rights as set out above, please contact Lisa White, Head of Operations by emailing info@FPYT.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data. You can contact the ICO via the ‘Contact us’ page on their website www.ICO.org.uk or by ringing 0303 123 1113.