PRINCE OF WALES MANSIONS (HARROGATE) LTD PRIVACY POLICY

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address).  Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of residents may contain car registration numbers rather than names but if you use a separate list of the registration numbers which give the corresponding names to identify the residents in the first list then the first list will also be treated as personal data).  

The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.

A description of what personal data Prince of Wales Mansions (Harrogate) Ltd (POWM) processes and for what purposes is set out in this Privacy Policy.

Names, titles and aliases, photographs.

Contact details such as telephone numbers, addresses, car registrations, and email addresses.

Where they are relevant to the services provided by POWM, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications.

Used lawfully, fairly and in a transparent way.

Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

Relevant to the purposes we have told you about and limited only to those purposes.

Accurate and kept up to date.

Kept only as long as necessary for the purposes we have told you about.

Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

To deliver services for the benefit of POWM residents.

To provide services that you request and to understand what we can do for you and inform you of other relevant services.

To confirm your identity to provide some services.

To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp).

To help us to build up a picture of how we are performing.

To prevent and detect fraud and where necessary for the law enforcement functions.

To enable us to meet all legal and statutory obligations and powers including any delegated functions.

To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury.

To promote the interests of POWM.

To maintain our own accounts and records.

To seek your views, opinions or comments.

To notify you of changes to our facilities, services, events and staff, director and other role holders.

To send you communications which you have requested and that may be of interest to you.  These may include information about refurbishments, new projects or initiatives.

To process relevant financial transactions including payments for goods and services supplied to POWM.

To allow the statistical analysis of data so we can plan the provision of services.

Our processing may also include the use of CCTV systems for the prevention and prosecution of crime.

POWM is a limited company and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of POWM’s statutory functions and powers.  Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using POWM’s services.  We will always take into account your interests and rights.  This Privacy Policy sets out your rights and POWM’s obligations to you.

Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

We will keep some records permanently if we are legally required to do so.  We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a limited company. POWM is permitted to retain data in order to defend or pursue claims.  In some cases, the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims).  We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim.  In general, we will endeavour to keep data only for as long as we need it.  This means that we will delete it when it is no longer needed.