Hosting Privacy Notice – Housing Justice

We promise to respect any personal data (information) you share with us and to keep it safe. We want you to understand how we use your personal information so that you can feel comfortable, sharing it with us. This notice explains what information we might hold and what we will do with it.

Please ask us if you need help to understand this notice. You can download a PDF copy here.

If you require further information, please see our full Privacy Policy.

Who controls the information collected about you?

Housing Justice controls the information collected about you and are the data controller. Its registered office is located at The Foundry, Unit 2.11, 17 Oval Way, London, SE11 5RR.

Where have we collected this information from?

Apart from the following, we may also record information you share with us, when you speak to us on the phone, face to face or communicate with us electronically.

If you are a guest in the Hosting Project and/or are accessing Immigration Advice from our partners at The Cardinal Hume Centre: You will have been referred for support by one of our referral partners (for example, a Winter Night Shelter Project that you have been staying at). They will have completed a referral form on your behalf and with your consent.
If you are a Host: You will have filled out a Host application form and completed a Host Assessment. You may also have registered your details on the Housing Justice website.

What information do we collect about you?

If you use any part of our services, then we may record the following information about you (non-exhaustive list):

Personal details: Name, age, gender, contact details, details of your housing history and needs or information about your property. We keep records of all correspondence and an account of any work done on your behalf.
Special Category of data: Ethnic origin, immigration status, religion, health related information (including medical history), dietary needs and criminal history.
Financial information: Housing Justice Hosting may request financial information such as bank details to process payments only if a) A guest is eligible for the Destitution Fund or Rent Deposit Scheme; or b) A host is receiving Destitution payments on behalf of a guest.

Third Parties: If you are a guest in the Hosting Project, we may obtain information about you from third parties, these can include homeless or migrant charities that you have received support from, or other relevant sources. All information obtained will be for the purposes set out in this notice.

Why do we collect this data and are we legally allowed to do so?

We collect your personal information to:

Make sure we provide you with appropriate advice, support, advocacy and necessary care to keep you safe (e.g., safeguarding).
Assist us in making appropriate hosting placements.
Respond to or fulfill any requests, complaints or queries you make to us.
To apply for funding on your behalf and with your consent (if you are a guest).
Monitor the quality of our services, provide statistics or reports for compliance purposes and conducting research. If used in this way, information identifying you will be removed or anonymised and we will take reasonable steps to make sure you cannot be identified when data is used for this purpose.

Housing Justice Hosting can legally process your information (including sensitive information) when there is a legitimate interest (for example, to ensure your security, social protection, provide social care and protect your vital interests). Wherever possible, we will always seek your consent before the processing of any information.

Where is my information held and how long do we keep your data for?

We use In-Form (Salesforce) cloud-based case management system and have a digitally encrypted filing system with password protected documents, to securely store information. This means that internal documents and information generated by us are stored in cloud services hosted within the UK and Europe. Salesforce operate internationally but they comply with regional laws of Europe (including UK).

Sometimes there may be a need to record information on paper. If this is the case, it will be kept secure in a lockable place.

We will keep your data in accordance with UK GDPR and for no longer than is necessary to fulfill our obligations towards you and appropriate legal agencies and regulators. Where your information is no longer required, we will securely delete your information and only keep anonymized data. We will review what personal information we hold periodically.

For full details on your rights under the UK General Data Protection Regulation (UK GDPR), please see our Privacy Policy.

We do not share any information about our guests, hosts or those who access immigration advice without their full and informed consent, unless we are legally obliged to do so (e.g. responding to police enquiries about serious crimes, enquiries about a person who is mentally ill, physically/ mentally disabled or very vulnerable, to fight fraud, or to comply with a Court Order). Where possible, we will inform you of the data that has been shared and the reasons for doing so. For further information on this, please contact Kathy Mohan at [email protected].

Can I see the information held about me?

Yes. You have a right to request a copy of the personal information we have on you. If you wish to view, amend or delete your file, please ask the Hosting Manager who will inform the Data Protection Officer. Once your request is received, we will try to respond to your request within 1 month or for more complex matters within 3 months of your request. There may be times where this request could be declined if there is a risk to you or to other people. You may be asked for proof of identity to ensure only you can access your own personal data.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. If we make any significant changes in the way, we treat your personal information we will make this clear on our website.

How can you contact us?

If you have any concerns about our use of your personal information, you can make a complaint to the Hosting Project Manager, Jenna Roberts at [email protected].

You can also complain to the Information Commissioners’ Office (ICO) if you are unhappy with how we use your data.

Information Commissioners’ Office (ICO) Website ico.gov.uk or Helpline 0303 123 1113.

Donate or get involved

Housing Justice is a small, highly influential national charity. Our work makes a huge difference to thousands of people who stay at Night Shelters across the country, and those who are helped in some other way by our Churches, faith and community groups, and their volunteers. Donate, Volunteer or Become a Partner today.