At Triangle Housing Association, we’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about persons who use our Services, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time to ensure it is compliant with legislation. By using our services and accessing our website you are agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent to the Data Protection Officer, Triangle Housing Association,60 Eastermeade Gardens, Ballymoney BT53 6BD Alternatively, you can email firstname.lastname@example.org or telephone 028 2766 6880.
Who are we?
Triangle Housing Association, is a Housing Association, registered with the Department for Communities. Triangle is also a registered charity, which provides social housing, supported living, Floating support, Outreach and Supported Employment services.
How do we collect information from you?
We obtain information about you when you engage with our services, become an employee or a volunteer. Furthermore, when entering into a commercial contract with Triangle Housing Association, we will collect information in order to ensure contract obligations of both parties are met.
What type of information is collected from you?
The personal information we collect might include your name, address, email address, sensitive information regarding your mental or physical wellbeing, third parties including family members or medical practitioners, bank details for contractors and key personnel within those contracts. This is not an exhaustive list and what personal information we collect is dependent upon the service you are engaging with.
How is your information used?
We may use your information to:
- enable Triangle Housing Association to provide a service to you
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- process a job application.
- to manage your employment contract
- process orders that you have submitted;
- to carry out our obligations arising from any contracts entered into by you and us;
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
Only those who need this information in order to provide a service to you or to fulfil the performance of a contract with you.
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We will only share information with third parties as a requirement of the service or if we are legally bound to do so.
Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to ICT providers). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond Triangle Housing Association, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
How you can access and update your information
The accuracy of your information is important to us. if you change email address, or if any of the other information we hold is inaccurate or out of date, please notify responsible staff who will update this.
You have the right to ask for a copy of the information Triangle Housing Association hold about you. This is known as a Subject Access Request and we have a calendar month to comply with such a request.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information is securely filed and we apply software to our ICT to prevent unauthorised access to your information.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
Triangle does not currently transfer any personal data outside of Europe.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in May 2018.
Glossary of Key Terms
Any information relating to an identifiable natural person ‘data subject’; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as: a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Sensitive Personal Data
Any data relating to: racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health conditions, sexual life or sexual orientation, genetic data and/or biometric data. We process this data in respect of our both our service users and our staff.
A Data Subject
An individual who is the subject of personal data, not including deceased individuals or individuals who cannot be identified or distinguished from others – e.g. statistics.
The operation or set of operations performed upon personal data or sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaption or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of processing the data.
A natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.