National Communities Resource Centre Privacy Notice

The National Communities Resource Centre (NCRC) is part of the Regenda Group and provides training for tenants, residents and front-line staff.

This privacy notice tells you what to expect when NCRC collects personal information. It applies to information we collect about:

  • People who use and/or enquire about our services 
  • Visitors to our websites
  • Job applicants.

 

1. What is data protection?

The General Data Protection Regulation (GDPR) and Data Protection Act (2018) sets out rules for processing personal information we hold about you. This states that those who record and use personal information must ensure that it is handled properly. We are required to ensure that personal information is:

  • Processed in a lawful, fair and transparent way
  • Held only for the purposes we collected it for
  • Adequate, relevant and limited to what is necessary
  • Accurate
  • Held only for as long as we need it
  • Kept secure.

The Information Commissioner’s Office (ICO) is responsible for regulating, enforcing and promoting good practice and transparency in the access and use of personal information.

Organisations must notify the ICO of all the purposes for which they will be processing information. We are happy to supply you with a copy of the notification upon request or you can contact the ICO by calling 0303 1231113, or writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

You can find out more information online at www.ico.org.uk.

 

2. What personal information does NCRC collect?

We collect personal information to keep you updated on events and services and to ask for your thoughts. This typically includes collecting the following information:

  • Name, job title, email address, geographical region, organisation address, telephone number.
  • Interactions you have had with us, such as attending an event.
  • Financial information as part of your registration, booking or donation.
  • Using the information above, we keep a record of the types of future events we think you may be interested in.

 

3. How we collect information about you

We will collect your information if you have signed up for one of our events if you have had contact with a staff member or provided your details as part of an enquiry.

 

4. Why do we collect this information?

NCRC collects this information to manage events and may contact you to:

  • Promote events
  • To inform you about policy updates and reports
  • To request feedback and input for consultations and research projects
  • To update you on our latest products and services.

If you have consented to receive updates you can opt-out at any time.

 

5. Sharing your information

We will not share your personal information without your consent or allow you to do so by law. We are legally required to share information in the following circumstances:

  • Safeguarding
  • Prevention or detection of crime
  • Apprehension or prosecution of offenders
  • Assessment or collection of tax or duty owed to customs and excise
  • in connection with legal proceedings
  • Public health
  • To comply with the law.

 

6. How long do we keep your personal information?

NCRC has robust data retention guidelines in place and all records are regularly reviewed and cleansed. 

 

7. How do we take care of your personal information?

Information is held in paper files and on our computer systems. Not all members of staff are able to access this information, only those who need to.

 

8. Marketing and Communication

8.1 The Marketing and Communication Team may collect the following types of personal data at events:

  • Images
  • Video footage including interviews

We may also collect:

  • Your name, address and contact details (email, telephone number and/or postal address).
  • Name of group/organisation or event.

8.2 We may collect your personal data in a number of ways:

  • Through a consent form
  • By an authorised representative e.g. employed photographer at organised events

8.3 What is our lawful basis to obtain and use this personal data?

When we collect and use your personal information we rely on the following lawful basis:

  • Consent: You or a representative have given consent.
  • Legitimate interest – processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.

8.4 What does the communications and marketing team use your information for?

We use your information and images to promote services across the Regenda Group.

Images and footage may be published on any of the following channels:

  • Press and media (including newspapers, magazines, websites)
  • On our websites (including Petrus and Regenda)
  • On our social media feeds including LinkedIn, Twitter, Facebook and other corporate social media accounts in the future
  • In our printed publications such as newsletters, brochures, flyers and display materials
  • In our electronic newsletters
  • Media releases

The images/footage will often be accompanied by the details of your story; however, we will not use personal details or the full name of any individual in an article.

If you no longer wish for your image or personal information to be used, please contact us and ask us to remove them from the archive. Please note that we will be unable to remove any images or content in printed materials or video footage if it has already been produced or remove images and quotes that have already been published by the media.

 

9. Use of cookies

The NCRC websites use cookies. Cookies are small text files placed on your computer by the websites you visit. They are used to help make websites work efficiently. You can control cookies through the settings of your web browser. To find out more, visit www.aboutcookies.org or www.allaboutcookies.org.

 

10. What are your rights

10.1 Right of access to your data

If we hold personal information about you, you have the right to ask us:

  • What we use the information for
  • To provide you with a copy of the information you are entitled to
  • To supply you with details of the purposes for which we use the information and who it is shared with

We have one month from the date we receive your request to provide you with the information.

10.2 Right to rectification

If you think that NCRC is holding incorrect personal information about you, you have the right to have this personal information amended.

Once you have advised NCRC of the details of the incorrect data and the required amendments, your data will be updated within 30 days. If your personal data cannot be amended, NCRC will advise you in writing why this is the case. 

10.3 Right to be forgotten and restriction of processing

You have the right to be forgotten and ask us to erase your personal information. You also have the right to restrict the processing of your personal data. This means that NCRC cannot further process your data, for example, we cannot share your data with a third party.

 

11. Job applicants

Regenda Homes is the data controller for the information you provide during the employment recruitment process. If you have any queries about the process or how we handle your information, please contact us.

The following explains how Regenda uses the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.

11.1 What information do we collect?

We collect information the following information as part of the application process:

  • Name, address, email, telephone number
  • CV (if applicable)
  • Equal opportunities monitoring information (defined as special categories data) – this information is purely for statistical analysis and monitoring purposes
  • Answers to application questions
  • Any other information you wish to provide in support of your application

11.2 Why do we collect this information and who do we share it with?

We use your details and information so that we can assess your suitability for employment with us and carry out statistical analysis. Information you provide as part of your job application will be:

  • Held on our computer systems and may be downloaded by us
  • Used to deal with your application
  • Made available to us and our processors
  • Used for communication with you regarding the vacancy
  • Used to satisfy legal requirements
  • Used for statistical analysis
  • Held and may be used to contact you about other vacancies

If you are successfully recruited, we will upload your details to our HR system, Cascade.

11.3 How can you access the information we hold about you?

If you choose to register on our recruitment website, hosted by Networx recruitment you may access your profile, correct and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using a secure login.

You have the following rights in relation to the way in which we deal with your personal data:

  • The right of erasure or to be forgotten
  • The right to rectification if the information is inaccurate or out of date
  • The right of data portability (to obtain and reuse your personal data)
  • The right to object to Regenda Homes processing your personal data
  • The right to withdraw your consent with regards to the handling of your personal data
  • You have the right to ask for a copy of the information we hold about you (Subject Access Request)
  • You have the right to lodge a complaint with a supervisory authority – the ICO

Where you exercise your right to object or withdraw your consent, we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.

11.4 Conditional offer

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide: 

  • Proof of your eligibility to work in the UK – you will be asked to attend our office with original documents, and we will take copies.
  • Proof of your qualifications, if required.
  • You may be asked to complete a DBS application to declare any unspent convictions, depending on the nature of the role you apply for.
  • We will contact your referees, using the details you provide in your application, directly to obtain references.
  • We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work and any adjustments we need to consider before you start. This is done through our current occupational health provider.
  • Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held by our Business Assurance team.

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments.
  • Emergency contact details – so we know who to contact in case you have an emergency at work.

11.5 Health management

Corazon provides our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

We will send you a form to complete and return directly to Corazon. The information you provide will be held by Corazon who will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by Corazon.

11.6 Fleet and mileage claims

The organisation is required to undertake statutory checks to ensure vehicles that our staff drive on behalf of the company is roadworthy. To achieve this, we require staff to provide the following documents:

  • Driving license details
  • MOT (if applicable)
  • V5 registration document (if applicable)
  • Insurance details

This information is collected to ensure that any mileage payments paid to employees are done so in accordance with health and safety legislation, which requires us to ensure all travel undertaken for the business is compliant.

In addition, we carry out checks on all staff’s licenses through the DVLA to ensure they are legally able to drive both their own and company vehicles. This information includes:

  • Driving convictions i.e. drink driving, speeding etc.
  • Number of penalty points

This information is used to ensure all drivers are legally entitled to drive. In addition, we use this data to monitor staff who have more than 6 penalty points on their driving license.

11.7 How long is the information retained for?

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign for unsuccessful candidates. Successful candidates’ data will be stored via the Cascade system.

 

12. Complaints or queries

NCRC tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of NCRC’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact us at dataprotection@regenda.org.uk

 

13. Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 11 December 2020.

 

14. Unsubscribe

If you wish to unsubscribe from all future communications from NCRC at Trafford Hall please click here

 

15. How to contact us

If you want to request information about our privacy policy, you can email us or write to:

dataprotection@regenda.org.uk

Data Protection
The Regenda Group
The Foundry
42 Henry Street
Liverpool L1 5AY

Telephone: 0151 703 3000

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