This privacy notice applies to: B3 Living Ltd including B3Living Development, Everlea Homes and B3@Home.
This Privacy Notice tells you everything you need to know about:
We collect information about:
If you work for B3Living or have applied for a job with us, please see the Privacy Notice on our recruitment companies’ website.
We may collect the following personal information about you:
For housing management purposes, we will ask you for:
To improve your experience with B3Living:
If you ask for additional B3Living services:
If we are providing a service to you on behalf of another organisation or someone else:
We may get the information, or related information, from your or our partner organisations from you, your family, friends or neighbours, our colleagues or public information sources including credit reference agencies or the Disclosure and Barring Service.
We may also record factual information whenever you contact us or use our services, as well as information about other action we take, so we have a record of what happened.
We may also record telephone calls made to us.
If you are violent or abusive to B3Living colleagues, contractors, customers or other residents, we may decide to place a “violent warning marker” on your customer record to protect B3Living colleagues.
If we do this, we will write and tell you why and you will have the right to appeal against our decision. We will share this information with our partners, for example our contractors to protect their staff too.
To ensure our records are up to date and for the prevention, detection and prosecution of crime, including social housing fraud and benefit fraud; we will from time to time use credit reference agencies. Any information we receive will not be passed on to third parties and will not be used for any inappropriate purposes.
If we access your data, we will in all cases seek to check with you that the information is correct.
Some of our estates, Independent Living schemes and offices in public areas have and use CCTV to deter crime and anti-social behaviour and to promote public safety by helping to identify and prosecute criminal offenders. You can ask for a copy of any CCTV images taken of yourself by making a request to us see below section Accessing the information we have about you.
We are committed to holding your personal information securely. This means only those of our colleagues and contractors that need to see it have access.
If we can store your personal information solely on computers we will, however there will be cases where we have paper copies instead, or as well.
Our computer system is at our offices in Hoddesdon, but we do use computers (including laptops and tablets) outside our offices if they are secure and under our control.
Normally, only B3Living will be able to access your personal information. However, there may be times when we disclose your details to others, as follows:
Our suppliers and contractors who enable us to provide our services to you, or who provide services on our behalf. When we share your information, we will only supply the minimum necessary to carry out the services for you:
Our partner organisations whose purposes dovetail with ours so that they can provide you with a service:
Others who may request information from us for their own purposes:
We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (e.g. the Homes and Community Agency), or court order.
We do not give anyone else access to your information in return for payment, for their marketing or commercial purposes.
Unless you pay our bills using direct debit we will not usually retain your payment details. Whoever pays your bills will have to give us the payment card details each time they make a payment.
We will not share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them, or they act in some recognised official capacity. There may be a delay to us dealing with requests whilst we confirm the caller’s identity or check that we have your approval to deal with them.
We may get your information from social media, whether on our own sites or elsewhere. Where you use B3Living’s website or social media you grant us an irrevocable, royalty-free, non-exclusive license, and give us your consent, to copy, use and reproduce any of your contributions for any purpose.
Where you contribute to any social media (whether on our own site or elsewhere) we may use that information for any of the purposes stated in this privacy notice.
Where a contribution to any social media (whether on our own site or elsewhere) constitutes a breach of B3Living’s IT Security policy or any other policies, terms and conditions or laws that apply, we may take the following actions:
We exclude liability for actions taken in response to breaches of any B3Living policy. The responses described in this privacy notice are not limited, and we may take any other action we reasonably deem appropriate and we are not obliged to take any action.
Where you contribute to our social media, we may also take the following actions in addition to any other actions described above:
During your tenancy or lease period we will review your personal information periodically. We will delete or destroy personal information if we no longer use it to manage our services to you.
At the end of your tenancy we will review your records and delete or destroy any information that we no longer need. We may need to keep some of your information even when your tenancy ends in this case we will delete or destroy it after 6 years.
When you apply to work for B3Living we will use your personal information to help us recruit staff. B3Living uses an applicant tracking system and recruitment services provided by a company called Networx. You can apply for a B3Living job using the Networx website via our website or register as a candidate and set up alerts for jobs at B3Living.
The recruitment software and our application form will ask for your personal information which is used to assess your suitability as a candidate and monitor the effectiveness of our recruitment processes, this includes:
We will also ask you for your referee’s details that will be used if you are offered a job role at B3Living.
From time to time we may also use specialised recruitment agencies for certain jobs or posts. In these instances, please refer to the agencies own privacy statement.
We will use your information to progress your application or to fulfil legal or regulatory requirements.
Personal information about unsuccessful candidates including those we did not interview will be held for 12 months after the recruitment exercise has been completed. After this time the information will be destroyed or deleted. It will include application forms and interview notes and any assessments you have completed as part of your application process.
We will retain the application and any notes and test scores of the successful candidate and include it in their employment record.
If we make a conditional offer of employment to you, we will ask for information so that we can carry out pre-employment checks to progress to a final offer. We are required to carry out checks to confirm the identity of our staff and their right to work in the United Kingdom. We will ask you for the following:
We will contact your named referees for your reference and ask you to complete a health questionnaire. Your health questionnaire is sent direct to a qualified employment medical specialist who will check your fitness for work and if we need to make any adjustments for you.
Some job roles will require a criminal records check, we will do this using the Disclosure Barring Service (DBS) this will require that a form is completed by you and you will be asked questions about your criminal history. We will tell you in the job advert and person specification if a DBS check is required.
If you are a successful candidate and you take up an offer of employment with B3Living we will generate a file relating to your employment, this will be both an electronic and paper file. The information contained is kept secure at our main office at Scania House and will only be used for purposes directly relevant to your employment.
Successful candidates will be asked to provide the following information:
You will also be required to complete a Probity form declaring any conflicts of interest this is part of our Code of Conduct. You will also need to complete a form including your personal data for benefits including pension.
If you are an employee of B3Living we will use your personal information for the following reasons:
We will share your personal data with third parties to manage your employment and for statutory purposes including:
Once your employment has ended we will retain your records for the period in our retention policy it will then be destroyed or deleted.
You have certain rights about your personal information. Not all the rights will apply to the information you have given to us and the reasons we use your personal information for.
In some circumstances you have the right to ask us not to process your personal information entirely or partly however we may be unable to provide our service to you if we are unable to record and process certain details.
You have the right to ask us to make changes to your personal information if it is wrong we will aim to put right any inaccuracies as quickly as possible and within 28 days.
In some circumstances you can ask us to delete your personal information. We will not be able to do this if you are a current customer or employee or if you are a former customer or employee and your data is being held within our data retention period.
If we are using your personal information with your consent you can withdraw your consent at any time by contacting our Data Protection Officer. Their details can be found at the beginning of this document.
If you want to exercise your rights you can ask any of our colleagues or write to our Data Protection Officer at our registered office address, Scania House, 17 Amwell Street, Hoddesdon Hertfordshire, EN11 8TS. We will respond to your request within 28 days.
You have the right to complain to the Information Commissioner if you think there is a problem with the way we have handled your personal information. The Information Commissioner can be contacted on 0303 123 1113 and has a useful website at www.ico.org.uk where you can find more information.
You have a legal right to access information that we hold about you. You can ask any of our colleagues or write to our Data Protection Officer at our registered office address, Scania House, 17 Amwell Street, Hoddesdon Hertfordshire, EN11 8TS.
We will respond to your request within 28 days and in most cases, we will be able to comply with your request. However, we may not be able to provide you with your request if your personal information contains details about another person.
If you want to make a complaint to B3Living about the way we have handled your personal information or want to know how that information will be used, contact the Data Protection Officer at Scania House, 17 Amwell Street, Hoddesdon, Hertfordshire, EN11 8TS, or via email at email@example.com, or Tel: 01992 453 737.
This Notice may change. We will display the new Notice in all places where it can usually be found, such as on our website.
Our nominated representative for the purposes of the regulations is Lisa Boulton Health and Safety Compliance Manager.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
The list below explain the cookies we use and why.
First Party Cookies
CFID Persist 2 hours When a user logs in, maintains authentication state.
CFTOKEN Persist 2 hours Helps to identify a client device (browser) to enable the site to maintain user session variables.
JSESSIONID Session Session end Used to maintain an anonymous user session by the server.
VOPECRA Persist Never Remembers when a user has elected to accept cookies.
Third Party Cookies
__utmt Persist 10 minutes Used to throttle request rate.
__utmc Persist End of browser session Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a news session/visit.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.uk
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
Google Analytics Demographic Tracking:
We use “Google Analytics” to collect anonymous information about use of this site.
Google Analytics collects information such as how often users visit this site, what pages they visit when they do so, and what other sites they used prior to coming to this site. We use the information we get from Google Analytics only to improve this site.
Google Analytics employs cookies to define user sessions, which allows for the collection of data about how visitors are using the websites.
The standard Google Analytics tracking function uses first party cookies. This means that the cookies are linked to a specific website domain, and Google Analytics will only use that cookie data for statistical analysis related to your browsing behaviour on that specific website. According to Google, the data collected cannot be altered or retrieved by services from other domains.
In addition to the standard Google Analytics first party cookie, we have also enable Google’s Advertising Features.
This includes the following functions:
We primary utilise third party cookies to track anonymous age, gender and interest data to improve the website experience for our users.
These features collect data about web traffic via Google advertising cookies and anonymous identifiers.
If you choose, you can opt out by turning off cookies in the preferences settings in your web browser. For more information on Google Analytics, please visit Google Analytics. You can also make use of Google’s opt out tool within Chrome or the function on this website.