Privacy

The G15 is made up of London’s largest housing associations. Our board comprises the chief executive of each of our members. The G15 members are committed to protecting and respecting your privacy.

G15 members each operate their own website ("site") and have their own statements about data protection and information security practices. The privacy policy on this page should be read in conjunction with those notices. Click here to visit the individual websites for each G15 member.

Please read the following carefully to understand the views and practices of the G15 regarding your personal data and how we will treat it.

INFORMATION WE MAY COLLECT FROM YOU

We will collect and process the following data about you:

Information you give us.
This is information about you that you give us by filling in forms on our site, or by corresponding with us by phone, e-mail or otherwise and includes information you provide when you register to use our site, subscribe to our services, use the services provided by our site, when you provide us with information requested by us for the verification of your identity, and when you report a problem with our site. The information you give us may include your name, address, e-mail address, phone number and any comments or information you provide.
Information we collect about you.
With regard to each of your visits to our site we may automatically collect the following information:
- technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
- information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time), services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call us.

By collecting this information we ensure that content from the site is presented in the most effective manner for you and for your computer. We collect this information using cookies. More information about changing your cookie settings can be found here.

HOW WE USE YOUR INFORMATION

We use information held about you in the following ways:

Information you give to us. We will use this information:
- to carry out our obligations arising from any agreements entered into between you and G15 and to provide you with the information and services that you request from us;
- to provide you with information about services we offer that are similar to those that you have already enquired about, or services or products you have consented to receiving on the site; and/or
- to notify you about changes to our services and/or products

Information we collect about you. We will use this information:
- to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
- to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
- to allow you to participate in interactive features of our site, when you choose to do so;
- as part of our efforts to keep our site safe and secure;
- to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you where permitted; and/or
- to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Information we receive from other sources. We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

USING YOUR INFORMATION IN ACCORDANCE WITH DATA PROTECTION LAWS

Data protection laws require that we meet certain conditions before we are allowed to use your data in the manner described in this privacy policy. We take our responsibilities under data protection laws extremely seriously, including meeting these conditions. To use your personal data, we will rely on two conditions, depending on the activities we are carrying out:

Consent: We may provide you with marketing information about our services or products where you have provided your explicit consent for us to do so.
Legitimate interests: To use your personal data for any other purpose described in this privacy policy, we will rely on a condition known as "legitimate interests". It is in our legitimate interests to collect your personal data as it provides us with the information that we need to provide our services to you more effectively. Effectively, this requires us to carry out a balancing test of our interests in using your personal data (for example, in order to provide you with the information, products and services that you request from us), against the interests you have as a citizen and the rights you have under data protection laws (for example, to not have your data sold to third party marketing companies without your knowledge, or store your personal data in insecure or unstable countries or regions). The outcome of this balancing test will determine whether we can use your personal data in the ways described in this privacy policy (except in relation to marketing, where we will always rely on your explicit consent). We will always act reasonably and give full and proper consideration to your interests in carrying out this balancing test.

There is no obligation upon you to provide us with any information. If you provide information to us we be better able to provide any products information or services.

HOW LONG WE KEEP YOUR INFORMATION FOR

When your data is no longer required for the purposes listed above, we will delete it as soon as possible but, in any event, within 6 years.

DISCLOSURE OF YOUR INFORMATION

We may share your personal information with the organisations that make up the G15 – a full list can be found here.

We will only disclose your information to:

business partners, suppliers and sub-contractors of the G15 for the performance of any contract we enter into with them or you;
third party suppliers and service providers for the G15 for the purposes listed under HOW WE USE YOUR INFORMATION above;
selected third parties so that they can contact you with details of the services that they provide, where you have expressly opted-in/consented to the disclosure of your personal data for these purposes;
analytics and search engine providers that assist us in the improvement and optimisation of our site and other selected third parties; and
law enforcement or fraud prevention agencies, as well as our legal advisers etc.

We will disclose your personal information to third parties:

if we, or substantially all of our assets, are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets;
to protect the rights, property, or safety of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection; and
if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or regulatory requirements, or otherwise for the prevention or detection of fraud or crime.

WHERE WE STORE YOUR PERSONAL DATA

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the processing of your payment details and the provision of support services. We will take reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

YOUR RIGHTS

You have a number of rights under data protection law in relation to the way we process your personal data. These are set out below. You may contact us using the details on our site (or by contacting us directly – details below) to exercise any of these rights, and we will respond to any request received from you within one month from the date of the request.

Please contact us with any questions, comments and requests regarding our data processing practices.

DESCRIPTION OF RIGHTS

Access to personal information

Under the GDPR, you have a right to ask us what personal information we hold about you, and to request a copy of your information. This is known as a ‘subject access request’ (SAR).

We’ve a Subject Access Request form which provides further information to help you to submit your request. We will also request two forms of identification. To request a copy of the form please contact us.

We will respond to your request with all the information we’re legally required to provide within 28 days.

Your right to certain information may be restricted. For example, information relating to a third person or information relating to a police investigation.

Rectification

If you need us to correct any mistakes contained in the information we hold about you, you can let us know by contacting us.

Erasure (‘right to be forgotten’)

You have the right to ask us to delete personal information we hold about you. You can do this where:

the information is no longer necessary in relation to the purpose for which we originally collected/processed it
you withdraw consent
you object to the processing and there is no overriding legitimate interest for us continuing the processing
we unlawfully processed the information
the personal information has to be erased in order to comply with a legal obligation
We can refuse to erase your personal information where the personal information is processed for the following reasons:
to exercise the right of freedom of expression and information;
to enable functions designed to protect the public to be achieved e.g. government or regulatory functions
to comply with a legal obligation or for the performance of a public interest task or exercise of official authority;
for public health purposes in the public interest;
archiving purposes in the public interest, scientific research historical research or statistical purposes;
the exercise or defence of legal claims; or
where we have an overriding legitimate interest for continuing with the processing

Restriction on processing

You have the right to require us to stop processing your personal information. When processing is restricted, we are allowed to store the information, but not do anything with it. You can do this where:

You challenge the accuracy of the information (we must restrict processing until we have verified its accuracy)
You challenge whether we have a legitimate interest in using the information
If the processing is a breach of the GDPR or otherwise unlawful
If we no longer need the personal data but you need the information to establish, exercise or defend a legal claim.

If we have disclosed your personal information to third parties, we must inform them about the restriction on processing, unless it is impossible or involves disproportionate effort to do so.

We must inform you when we decide to remove the restriction giving the reasons why.

Objection to processing

You have the right to object to processing where we say it is in our legitimate business interests.

We must stop using the information unless we can show there is a compelling legitimate reason for the processing, which override your interests and rights or the processing is necessary for us or someone else to bring or defend legal claims.

Withdrawal of consent

If the basis on which we are using your personal information is your consent. We will seek your consent to contact you for non-essential services. You have the right to withdraw your consent to us processing your information at any time. We must stop using the information. We can refuse if we can rely on another reason to process the information such as our contractual obligations or legitimate interests.

Automated Decision Making including Profiling

We profile data to enable us to tailor the support we provide, specifically to send targeted communication campaigns. We do not undertake profiling or automated processing that has a legal or significant effect on individuals. If you have any concerns about the way Optivo is using your data please contact us using the details below.

Transferring information outside the EU

We may transfer limited personal information to be held on servers in the US as part of contractual arrangements with third party suppliers, in order to fulfil our legal basis for processing as set out above.

Transfers will only be authorised where the European Commission has decided the US ensures an adequate level of protection under the Privacy Shield arrangement. We will not authorise the storing of sensitive personal information outside the EU.

If you want to get in touch with us here at the G15 to discuss privacy or how we use your data you can do so online here

If you have any concerns regarding our processing of your personal data, or are not satisfied with our handling of any request by you in relation to your rights, you also have the right to make a complaint to the Information Commissioner's Office. Here’s how you can contact them: https://ico.org.uk/global/contact-us/

CHANGES TO THIS PRIVACY POLICY

Any changes to this privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to this privacy policy