13th August 2018
The Borrow Foundation is a registered data controller and information is treated in compliance with the provisions of the Data Protection Act 2018 and, with effect from 25th May 2018, the General Data Protection Regulation (GDPR).
This Privacy Notice explains how The Borrow Foundation collects, uses and shares your personal data and explains your rights in relation to the personal data that we hold.
Where you provide personal data about another person, this Privacy Notice will also apply to that data so please show it to that person. This Privacy Notice applies to any personal data which you may provide to us in person, over the telephone, by e-mail, on our website and/or by post. This Privacy Notice also applies to any personal data which we may collect from third parties about you and/or which we may collect when you access our website and/or in the course of our relationship.
You can choose not to give personal data. We may need to collect personal data by law, or under the terms of a contract and/or relationship that we have with you. If you choose not to give us this personal data, it may delay or prevent us from meeting our obligations.
Wherever we refer to “processing” of personal data in this Privacy Notice this includes any combination of the following activities: collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
This Privacy Notice only applies to personal data collected by or on behalf of The Borrow Foundation via the company’s website or by any other means. The company’s website may from time to time contain links to and from other websites. If you follow a link to any external website or alternatively reach our website from a third-party website, please be aware that these websites will have their own privacy policies, separate from ours, and we therefore do not accept any responsibility or liability for these policies. Please check their policies before you submit any personal data to these websites.
2. Our promise to you
- To keep your personal data safe and only process it on a valid legal basis
- To keep our records up to date and delete or correct inaccurate personal data
- Not to keep your personal data after the purpose has ended
- Not to sell your personal data
3. Legal basis for processing your personal data
We need to have a proper reason under the GDPR whenever we process your personal data ourselves or share it with others. These reasons are:
- For the performance of a contract or agreement with you or to take the steps that are necessary in pursuing a contract or agreement with you
- When it is our legal duty
- When it is in our legitimate interest or the legitimate interest of a third party except where such interests are overridden by your interests or your fundamental rights or freedoms
- When you consent to it.
A legitimate interest is when we have a business or commercial reason to process your personal data, but this must not unfairly go against your rights. If we rely on our legitimate interest, we will tell you what that is.
4. Information we collect and how we collect it
We may collect personal data from you in the following ways:
- when you make an enquiry or register your interest through our website
- when you contact us in person, over the telephone, by email or by post
- during the process of renting a property from us
- when you apply to work for the company
- payment and transaction data
We may collect your personal data from third parties we work with including:
- Organisations that introduce you to us
- Credit reference agencies
- Social networks
- Payroll service providers
- Land agents, estate agents and other agents working on our behalf
- Public information sources such as Companies House
- Government and law enforcement agencies.
The type of information we may collect includes, but is not limited to:
- Contact Details: name, address, contact telephone numbers (mobile and landline), e-mail address
- Open Data and Public Records: details about you that are in public records, such as the Electoral Register, and information about you that is openly available on the internet.
5. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:
- To respond to your enquiry
- To keep our records up to date
- When you rent property from us, we will ask for information to enable us to complete the appropriate legal agreement and to advise you of any matters relating to your tenancy.
- More generally, in the performance of any contract or agreement with you or in taking the necessary steps in pursuing any such contract or agreement.
- To collect and recover money that is owed to us.
- To comply with laws and regulations that apply to us.
- When you apply for an advertised job vacancy, we will only use your personal information, and that of any referees, for recruitment purposes
- To respond to complaints and seek to resolve them.
We may disclose your personal data to third parties in certain circumstances, but we will not sell, or trade your personal data.
We may disclose your personal data to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our contracts with you; or to protect our rights, property, or our safety and/or the safety of those we work with.
Where relevant, we may give third party providers who supply services to us, or who process personal data on our behalf, access to your personal data in order to help us to process it for the purposes set out above. When doing so, we will ask them to confirm that their security measures are adequate to protect your personal data.
7. Protecting your information
We will seek to keep your personal data secure by taking appropriate technical and organisational measures against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Only authorised personnel and third parties will have access to your personal data.
8. How long we keep your information
We will not retain your data for longer than is necessary.
We will retain your personal data for no longer than the period of time needed for the purposes that we collected the data and for as long as we have legal grounds to retain it. There is no fixed period after which all record of your personal data will be deleted as this will depend on the circumstances and the purposes of the processing, but we will take steps and maintain policies to keep retention under proper review. We will not seek your consent before deleting any personal data.
9. You have the following rights under GDPR
- To ask for the details of the information we hold about you and receive this in a reasonable format (“Right of access to your personal data”)
- To require us to correct any inaccuracies (“Right to rectification”)
- To require us to erase your personal data in certain circumstances (“Right to erasure” or “Right to be forgotten”)
- To object to or ask us to restrict particular processing activities (“Right to restriction of processing”).
- To receive from us the personal data that you have given us in a structured, commonly used and machine-readable format (“Right to data portability”) and/or to have the data sent by us directly to another party. Please note that this right only applies in certain circumstances, which is when we hold the data on grounds of your consent or to perform a contract with you or for steps preparatory to such a contract and we were processing that data by automated means.
- To withdraw your consent (where processing is based on your consent)
- Your Right to complain - If you are unhappy with how we use your data, you can let us know directly or complain to the Information Commissioner's Office (ICO). The ICO's contact details are: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113.
If you have any queries about this Privacy Notice or how we process your personal data or if you wish to exercise any of your rights under applicable law, you may contact us by telephone on 023 9226 2222 or by email at [email protected]
Requests for a copy of your personal data should be in writing, enclosing proof of identification such as a copy of your passport, driving licence or other documentation confirming your name and address (for example a utility bill) to be addressed to:
The Borrow Foundation
Waterlooville PO8 8ED