What type of information we have

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Almshouse resident, housing applicants, individuals involved in the charity’s services data including financial information and special category data (medical and care needs, gender, sexual orientation, religion)
  • Personal identifiers, contacts and characteristics (for example, name and contact details), financial data of individuals connected to our suppliers, One Southwark, community partners, commercial tenants, private tenants, donors, research partners
  • Employee, volunteer and Trustee (and those applying to be, and their referees) identifiers, contacts and personal characteristics and special category data.
  • Website user data
  • CCTV data at our almshouses and other property

 

How we get the information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Applying for charitable support (e.g. grants, housing, charity service or activity)
  • Applying to live in one of our private rental properties or commercial buildings as a contractual or legal obligation
  • Employment and recruitment of staff, as a contractual requirement
  • Trustee and volunteer recruitment and deployment
  • Taking part in one of the charity’s events
  • Supplier legal agreements and commercial communications
  • Next of kin details for almshouse or One Southwark beneficiaries
  • CCTV cameras at our properties
  • Website cookies and analytic data

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

    1. Your consent. You are able to remove your consent at any time. You can do this by contacting the CEO using our contact details.
    2. We have a contractual obligation.
    3. We have a legal obligation.
    4. We have a vital interest.
    5. We need it to perform a public task.
    6. We have a legitimate interest.

 

What we do with the information we have

We use the information that you have given us in order to carry out the day-to-day functions of the charity. We will not share your data with any other without your consent, unless required to under reasons c, d and e above.

Nevertheless, we store most of our data online using our cloud-based data servers, and some is held with third party data information ‘cloud-based’ storage partners based within the UK and EU. These partners are:

Ramsac – our main server provider and IT support provider

Circa London / Daniel Cobb – Private residential letting agents

Arthur Online – Property management database

Flexigrant – Grants management software

Groop – One Southwark programme database

Sage  – Payroll software

Infinity Accountants – bookkeeping services

 

How we store your information

Your information is securely stored electronically or in paper form either at our head office, one our almshouses or on our IT systems.

We keep personal data of charity almshouse beneficiaries for the time they are living at the almshouses, and for those who move onwards to another home, for 24 months. For recipients of grants or one of our services, we will retain your data for the time your grant or service is live, and for 24 months afterwards.

We keep personal data of trustees, volunteers, suppliers, donors, community partners, commercial and private tenants for the time they are engaged with the charity’s business, and for 24 months afterwards.

We are required by law to keep financial data, employee records, and former employee data for legally prescribed times.

At the point of disposal, we will dispose your information by physical destruction or electronic deletion of records.

 

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@ustsc.org.uk, 0207 089 0914 or 16 Crucifix Lane, London SE1 3JW if you wish to make a request.

 

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113