Privacy notice: Peabody Community Foundation
Peabody Community Foundation (PCF) is part of the Peabody Group and provides community activities which support and encourage thriving, socially-connected, resilient and economically sustainable communities.
This notice explains what we do with your personal data, how we capture it, who we share it with and our legal basis for using your information. It also explains the choices you have about the data we hold about you.
This notice applies to personal data processed by PCF, whether that information is collected via the website or through any other contact with us, for example, by taking part in our programmes or through attendance at any of events/community centres.
We may make changes to this notice from time to time by updating the Privacy page on our website.
If you would like to receive a hard copy of PCF’s privacy notice, please let us know by contacting us on 0800 0224040.
If you would like further information about how we handle your data you can contact the Group Data Protection Officer at 45 Westminster Bridge Road, London, SE1 7JB or at DPO@peabody.org.uk.
- Whose data do we collect?
- What do we do with your data?
- What legal basis do we rely on to process your data?
- How we gather your personal data
- Who we share your information with
- How long do you keep my data?
- Your privacy rights
We process information about participants in our community programmes. We also process information about individuals who donate to Peabody.
We use it to administer and support your participation in community programmes
If you sign up to take part in any of our community programmes we need to hold some of your personal data to deliver the programme. If we don’t hold relevant data, we can’t deliver an effective or safe activity/programme.
We use it to communicate with you
We use your contact details to get in touch with you about any programmes you are taking part in.
We use your contact details to keep you updated about Peabody events or other services which we think you might be interested in. You may opt out of this type of contact by simply selecting the opt out button in the relevant email.
We use it to monitor equality, diversity and inclusion
We may ask you to provide us with your diversity data (ethnicity, religion, disability, sexual orientation). This information is not used to inform any decisions we make about you individually, but is gathered for statistical purposes to help us understand who is participating in our programmes. It helps us to ensure fairness and equality in our service delivery. You do not have to provide this information but it helps us if you choose to do so.
In some instances, you may also provide us with health and social care data. We use this information to inform any reasonable adjustments to our services to make them fit for purpose and accessible for everyone. We also process this type of information to make sure we are protecting vulnerable individuals in our communities.
We use it to administer volunteering opportunities and programmes
If you volunteer with us we need to hold your information to manage our relationship with you.
We use it for profiling purposes
We sometimes use your data to anticipate your interest in other community programmes.
We use it to evaluate our programmes/performance and for research purposes
We use your personal data to help us evaluate our programmes and, sometimes, to carry out research and analysis. We do this to develop and improve our services and to help us understand trends within communities.
The law requires us to tell you the basis on which we process your data.
Necessary in the performance of a contract
Some of our processing is carried out to fulfil a contract or an agreement we have with you. Where we require information because it is necessary in the performance of a contract you will not be able to opt out of providing this information. This is because without it we would be unable to do the thing you have asked us to do.
In other cases, the law allows us to process your data if it is in our legitimate interests to do so, but only so long as it does not disproportionately affect your privacy rights, cause you any harm or is overly intrusive. We process most of the data you give us in connection with our community programmes based on “legitimate interests”.
The law also says we must let you know what we consider our legitimate interests to be. Our legitimate interests are:
- Delivering our community programmes effectively and safely
- Ensuring that our services/properties meet the needs of our customers
- Communicating with customers to meet our business objectives, encourage social inclusion and help build communities
- Ensuring that we make the most efficient use of our resources and we understand how we are performing
- Ensuring we understand our customers’ experiences and views
If you think that anything we do with your data affects you adversely, you can ask us to stop processing your data.
In some instances, we may ask for your consent to share information with other delivery partners. Where this is the case it will be detailed on the individual Privacy Notice attached to the relevant community programme.
We collect most of our information directly from you. However, we also collect information from other third parties where is it relevant to our relationship with you. For example, if we have a contract with a third-party provider to deliver a programme on our behalf, we may collect information from them.
We often work in partnership with other providers of community programmes, to deliver specific programmes. Where that is the case we may also collect information directly from them.
If you are Peabody resident, we may also process data collected as part of the provision of our core landlord services.
Information is shared across subsidiaries in the Peabody Group, where necessary, to ensure that you are receiving all the services that are available to you.
We share some information with our data processors. Our data processors are organisations that carry out a service on our behalf, for example, our IT providers. We only share that information which is necessary for them to carry out the service that they have been contracted to provide. All our contractors operate under the terms and conditions of a legally enforceable contract and will not use your information for anything other than carrying out a service on behalf of PCF.
Where we are working in partnership with another organisation to deliver a community programme, we may share your information with them; sometime we are required to do this where we receive external grants or income from them. Where this is the case we will let you know what information we share when you sign up to the programme.
We do not normally gather information directly from children, nor do we offer any online services to children. We process information relating to children for our community programmes that has been provided to us by parents or guardians.
How long we keep your personal data for can depend on the type of data it is. We will never retain your information for any longer than is necessary for the purposes we need to use it for.
We hold CCTV footage for 31 days. We hold recordings of telephone conversations to our Customer Contact Centres for no longer than 18 months. Information on internal community programmes is usually kept for a period of up to six years from the last contact.
For externally funded programmes, the retention period is often led by the funder. Where this is the case we will try to include it in our individual privacy notices but if you can’t find this, just get in touch and we will let you know.
You have several rights which allow you choice and control about how we use your data. These rights are explained below. All requests to exercise these rights must be made in writing and sent to at DPO@peabody.org.uk.
Transparency: You have the right to be informed about how we are using your data. If you think we are doing something with your information that we have not told you about in this Privacy Notice, you can object to this.
Access: You can request access to a copy of the personal data that we hold about you free of charge. If you would like to do this, please put your request in writing, along with evidence of your identity, and send it to the address noted above.
Objection: You can object to the processing of your personal data. You should note that this right does not apply in all circumstances, for example, where we are processing information because it is necessary in the performance of contract we will not be able to stop processing this information.
Withdrawal of consent: if we are processing your data based on your consent, you can withdraw this consent at any time. Where this is the case we may no longer be able to provide the relevant service to you.
Rectification: If you think that the personal data we hold about you is inaccurate or incomplete, you have a right to request that it be rectified.
Erasure: You can ask us to delete your personal data where it is no longer necessary for us to use it, where you have withdrawn consent (if we process based on consent), or where we have no lawful basis for keeping it.
Restriction: You can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.
Data portability: You can ask us to provide you, or a third party (if possible), with some of the personal data we hold about you in a structured, commonly used, electronic form, so that it can be easily transferred.
Appeal: If you are not satisfied with the way that we have dealt with your personal data, please let us know and we will try and resolve your concerns. If you are still not happy with our response, you have the right to appeal directly to the regulator – the Information Commissioners’ Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Visit: https://ico.org.uk or telephone: 0303 123 1113.