1. Purpose of our privacy statement
1.1 Under the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), we are required to explain to you why we are asking for this information about you, how we intend to use the information you provide and whether we will share this with anyone else.
2. Who are we?
2.1 Avenue Services (NW) Limited is a company limited by guarantee and is a joint venture between Sanctuary Group (one of the UK’s leading providers of housing, care and commercial services) and Cheshire West and Chester Council (The Council). Our address is Parade Enterprise Centre, 14 The Parade, Blacon, Chester, CH1 5HN.
3. Our data protection officer
3.1 Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
3.2 If you have any concerns or questions about our use of your personal data, you can contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing dataprotection@sanctuary.co.uk.
4. Why are we collecting your information?
4.1 The information that you provide to us on your application form, diversity statement and any other correspondence you submit during your application to join us as a board director, is required for us to process your application.
4.2 Without this information, we will not be able to consider your application.
4.3 If provided we will also use information about your ethnic background and any disability that you may have to monitor board diversity to support good governance as well as to meet your personal needs. By providing us with this information, you consent to our use of this information for these purposes.
5. What information are we collecting?
5.1 To process your application, we collect the following information:
• Name
• Address
• Contact Details
• Occupation
• Name and address of Blacon resident supporting application
• Supporting information relating to suitability for the role.
5.2 If successful in your application, we will collect the following additional information, for equality monitoring purpose which is voluntary:
• Gender
• Relationship Status
• Sexual Orientation
5.3 We will also collect emergency contact details and the individual’s relationship to you as well as your declarable interests for example details of your employment, remunerated director or senior employee positions held.
5.4 To comply with our legal obligations and requirements of Companies House we will collect the following additional information:
• Date of Birth
• Nationality
• Country of Birth
• Former Names (if applicable)
• Country of Residence
• Business Occupation
5.5 Some of the information which we collect will be special categories of personal data (also called sensitive personal data), which includes the following information:
• Ethnicity
• Religion
• Health / disability information
6. What is our lawful basis for using your information?
6.1 Under Article 6 of the UK GDPR, the lawful bases we rely on for processing this information are:
(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
(c) processing is necessary for compliance with a legal obligation to which the
controller is subject.
(f) processing is necessary for the purposes of our legitimate interests or that
of a third party
6.2 In accordance with Article 9 (UK GDPR) the condition we rely on for
processing special categories of personal data is:
(a) Explicit consent
7. Sharing your information
Members of Sanctuary Group
7.1 Sanctuary Group is made up of a number of related companies. We will share your information with other members of Sanctuary Group where necessary to best provide the services to you.
7.2 For more information on which companies make up Sanctuary Group, please go to About Sanctuary.
Regulators and other legal obligations
7.3 We may also be required to share your information with our regulators who are permitted access to this information by law and with other organisations where we have a legal obligation to share the information with them.
7.4 The following information will be shared with Companies House:
• Full Name (this is made public by Companies House)
• Address
• Avenue Service Address (this is made public by Companies House)
• Date of Birth (month and year of birth is made public by Companies
House)
• Nationality (this is made public by Companies House)
• Country of Residence
• Former Names (if applicable)
• Business Occupation (this is made public by Companies House)
7.5 We will also publicly announce the name of appointed Community Directors.
8. Can we use your information for any other purpose?
8.1 In limited circumstances, we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.9.
9. Security of your information
9.1 The information that you provide will be stored securely. Our technological and organisational security measures and procedures reflect the seriousness with which we attach to the confidentiality, integrity and availability of your information.
9.2 Only relevant members of staff will access the information you provide to us.
10. Storing your information and deleting it
10.1 We will not keep your personal data for longer than we need it or are required to by law.
10.2 Information associated with successful applications will be retained for 6 years following completion of the term of your appointment.
10.3 Unsuccessful applications will be retained for 12 months following completion of the appointment process.
11. Your rights
11.1 In relation to the information which we hold about you, you are entitled to:
11.1.1 Ask us for access to the information;
11.1.2 Ask us to rectify the information where it is inaccurate or is incomplete;
11.1.3 Ask us to erase the information and take steps to ask others who we have shared your information with to also erase it;
11.1.4 Ask us to limit and restrict what we do with your information;
11.1.5 Object to our use of your information and ask us to stop that use;
11.1.6 Ask us to provide the data you have provided us in a structured, commonly used, and machine-readable format (for example, a CSV file) in order transmit the data to another data controller.
11.1.7 Where we are using your information because you have provided your consent to that use, you are entitled to withdraw your consent at any time. The lawfulness of our use of your information before consent was withdrawn is not affected;
11.1.8 Challenge the decision of any automated decision-making and/or profiling that is applied to your personal data as part of the processing;
11.2 Our obligations to comply with the above rights are subject to certain exemptions.
11.3 To exercise any of the rights referred to above, you should contact our Data Protection Officer by writing to The Data Protection Officer, Sanctuary House, Chamber Court, Castle Street, Worcester, Worcestershire, WR1 3ZQ or emailing dataprotection@sanctuary.co.uk.
12. How to complain
12.1 If you have any concerns about our use of your personal information, you can contact our Data Protection Team on dataprotection@sanctuary.co.uk.
12.2 You also have the right to complain to the Information Commissioner’s Office (the ‘ICO’) if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.