1.1 The General Data Protection Regulation (GDPR)
1.1.1 The EU Data Protection Directive [95/46/EC], implemented as GDPR came into effect on the 25 May 2018. In the UK, the Data Protection Act 2018 contains the GDPR and will remain applicable even when the UK leaves the EU.
1.1.2 For independent advice about data protection and privacy concerns in the UK, you can contact the Information Commissioner (ICO) online at www.ico.org.uk or by phone on 0303 123 1113.
1.1.3 Soha is registered with the ICO as follows:
Soha ICO Notification Number: Z250691963
1.2 The Notice
1.2.1 Soha Housing is a successful, award-winning, community-based housing association working in and around Oxfordshire. We are a mutual organisation meaning that members can get involved, influence decisions and shape the future of Soha Housing. Soha is a non-profit making social business limited by guarantee and regulated by the Regulator of Social Housing (RSH). Where we refer to “we” or “us” in this Privacy Notice, we are referring to Soha and its operating structure.
1.2.2 Soha is a “data controller” of your personal identifiable information. The data controller is responsible for determining the means of collection and the use of this information.
1.2.3 Soha needs to collect and process personal data to deliver services such as:
- Tenancy management and property maintenance services,
- Providing, managing and developing affordable housing,
- Delivering independent living services,
- Helping to support individuals to prosper and contribute to their community,
- Employing people,
- Selling homes.
1.2.5 We are committed to handling your personal information fairly, lawfully and securely in line with current data protection laws.
1.2.6 We take your privacy seriously and this privacy notice explains the categories of personal data we process and for what purposes. It explains the personally identifiable information we will collect and hold about you. This information may be provided by you or from a third party.
1.2.7 By reading this notice you will understand what to expect when Soha processes your personal information and your rights in relation to your data. It applies to information about tenants, homeowners, housing applicants, potential home buyers, employees, job applicants, board members, shareholders, contractors and other service users.
1.2.8 We keep our privacy notice under regular review and we will place any updates on our website (www.soha.co.uk) if you would like to receive a printed copy of our privacy notice, please contact our customer contact centre. This privacy notice replaces any previous notices that we have published about using your personal identifiable information.
1.2.9 If you have any questions about how we use your personal information, our Data Protection Officer can be contacted: Data Protection Officer (DPO), Soha Housing,, Royal Scot House, 99 Station Road,, Didcot OX11 7NN. Tel: 01235-515-900 / 0800-014-15-45 Email: firstname.lastname@example.org
1.3 Fair Processing Notice(s)
Soha does not issue individual fair processing notices. Instead we have a single privacy notice. Part 4 and 5 of this privacy notice contains the lawful processing we undertake, the information we require and how we obtain it. When a data subject first presents themselves to us, we will ensure this privacy notice is made available to them and that it is referred to in each of our legal contracts.
Our privacy notice resides on our website. It is either signposted or included as follows:
- in a dedicated section in contracts of employment
- in our resident’s handbooks
- on our web-based marketing site where we advertise the properties, we sell
- in our sign-up packs for new tenants
- in our recruitment packs for new employees
- in our tendering and procurement literature for new contractors and suppliers