Mears Group and its subsidiaries deliver housing, housing management, care and other services on behalf of clients across the United Kingdom. The information we collect and process about you will depend on the services we provide to you. A number of our subsidiaries maintain their own privacy policies which are available on their individual websites.
We collect, process and store information about you in order to provide our housing, housing management, care and other services. The data we collect may include:
We may collect your information directly by:
We may also be provided with information about or relating to you by a third party, including:
We use the information provided to us to fulfil various duties and obligations as set out below:
We will only use your information for the purpose(s) it was collected for, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose or where there is a legal requirement for us to use that information. We may process your information without your knowledge or consent only where this is required or permitted by law.
In order to deliver our services and fulfil our legal obligations, we may share your information with:
Other companies or subsidiaries within the Mears Group, including but not limited to -
Client organisations to whom we are contracted to provide services and/or who are funding services being provided by ourselves, including -
Individuals whom you have agreed we should share information about you with or who are acting in your interest, such as your next of kin or power of attorney
Third parties instructed by us to provide services on our behalf, such as –
Third parties with whom we are working to provide services or who we are a member body of or are connected to, including but not limited to -
Third parties to whom we may choose to sell, transfer or merge parts of our business or assets with
Third parties who have a statutory duty or perform tasks in the public interest as set out in law, including but not limited to –
Mears Group PLC is a UK based business with operational bases in the UK only, however some of the data we collect from you may be transferred to third parties who will store data outside of the European Economic Area (EEA). Examples of where this may occur include where we use a cloud IT service to manage and deliver operational and business processes (such as Survey Monkey, IBM or our HR system, Workday). We endeavour to only instruct suppliers that can provide the same level of data security that we have here in the UK and where it is necessary to transfer your personal information to a country outside of the EEA which has not been approved by the European Commission, we will ensure that appropriate safeguards are in place. This will ordinarily be through the use of approved EU standard contractual clauses or an approved framework, such as the U.S. Privacy Shield, that are designed to help safeguard your privacy rights and give you remedies in the event of your information being misused.
We will keep your information for as long as is necessary to provide services to you, to fulfil our legitimate business interests or to meet our legal obligations. In order to meet our legal obligations, it may be we need to keep your information even when you are no longer actively receiving services from us.
To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the information, the purposes for which we were originally processing it, the potential risk of harm from its unauthorised disclosure or loss and any legitimate interests or legal obligations its retention may be required to meet.
Your information will be kept in line with our Retention Policy and internal procedures.
You have various legal rights in relation to the personal information that we collect and process:
For more information on your privacy rights under current data protection law, including the circumstances under which they apply, we recommend you visit the Information Commissioner’s Office website at: www.ico.org.uk
We take seriously the need to keep the personal information we process secure and have in place various organisational and technical measures to prevent information being accidently lost, stolen, accessed or disclosed in an unauthorised way. We limit access to your information to those with a genuine business need to see it so those processing your information will do so in an authorised manner and subject to a duty of confidentiality.
We maintain various industry standard security technologies and tools to prevent and detect unauthorised access and amendments to our systems, including firewalls and other perimeter devices, anti-virus and threat protection systems and email and internet security software.
We maintain policies and procedures to help ensure a consistent approach to security best practices and behaviours across our company, including keeping paper records safe, physically securing buildings, the safe transfer and handling of data and the secure use of our systems.
Unfortunately, the transmission of information via the internet is not completely secure and while we do our best to protect information you transmit to us via our websites and email, we cannot guarantee its security and transmission is at your own risk.
Get Safe Online (www.getsafeonline.org) provide more detailed information on how to protect your information and devices against fraud, identify theft, viruses and other online treats and is supported by HM government and leading businesses.
If you are concerned about any aspect of how we handle your personal information or your rights as outlined above, you can contact our Data Protection Officer on the details below. Alternatively you can log a complaint directly with the UK’s supervisory authority, the Information Commissioner. The address for the Information Commissioner’s Office is:
The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. The ICO website is available at: www.ico.org.uk
Our Data Protection Officer can be contacted by email at firstname.lastname@example.org or via post by writing to The Data Protection Officer, 1390 Montpellier Court, Gloucester Business Park, Brockworth, Gloucester, GL3 4AH.