As you may be aware the law on Data Protection is changing. Since we hold data about all of our tenants we need to be clear with you what data we hold, and for what purpose, and why we think this is legitimate.
We hold data that you supplied to us or to the City of York Council when you applied for a tenancy. This is basic contact information and may include other details such as your age or if you are on benefits. We use this information for the effective administration of the charity and to give us information which forms the basis of the contract (tenancy).
In addition to this we keep records of contacts we have with you; for example if you make an enquiry and we reply we keep a note of that enquiry and what we said in response. This helps us run the charity effectively.
All of this information is held securely on a data base which is ‘GDPR compliant’. This simply means that it is structured in a way that fulfills the requirements of the new laws on data protection. In future we will allow site secretaries to access records only for those tenants who have plots on their sites. If the site secretary cannot access the database we might provide them with basic contact information for tenants on their sites as a printed list. They will keep this information securely.
If you give up your tenancy we will keep some information to help, for example should you reapply for an allotment.
Under no circumstances will we sell on your data to any other organisation.
We are taking advice as to whether there are circumstances under which the Emergency Services or City of York Council (as the Landlord) might oblige us to pass on your contact data.
If you have any concerns about our holding of your data or the use we put it to then do feel free to contact us.