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Acis Group Ltd Privacy Statement
This Privacy Statement explains what personal data and other information is collected by us, Acis Group Ltd (“Acis”, “we”, “our”, “us”), as part of our activities, and how we use or process that information.
We are committed to complying with the latest Data Protection Act and the EU General Data Protection Regulation (EU) 2016/679. These are referred to in this Privacy Policy as the “data protection legislation”.
The data protection legislation gives you various rights regarding the way in which we store and use your information. These are set out below in section 1.1 Your rights under the data protection legislation.
For the purpose of the data protection legislation, the data controller is:
Acis Group Limited
Acis House
57 Bridge Street
Gainsborough
Lincolnshire DN21 1GG
ICO Registration Number: Z6965261
If you have any questions about this Privacy Statement, our practices, or your dealings with Acis, you can contact Legal and Governance at the above address, email us on info@acisgroup.co.uk or telephone our Customer Contact Centre on 0800 027 2057.
This Statement may change at any time so please review it from time to time.
Acis, April2018
To make it easier for you to review those parts of the Privacy Statement which apply to you, we have divided up the document into sections.
Section 4: For our employees, Board members and other associates
Laws apply to Acis’ use of anyone’s personal information and everyone has rights regarding how their personal information is handled. We have published this Statement to tell you:
In this Privacy Statement, when we use the following words or abbreviations they will have the following meanings:
Word or abbreviation |
Meaning |
Board member or members |
Member/s of the Acis Board of Directors |
Customer |
An individual who is a recipient of Acis’s services, for example tenancy services, right to buy or other outward facing services |
Employee or employees |
Any or all people employed whether full time or part time, permanent, temporary or fixed term contract. This Statement also applies to |
Intranet |
The internal Acis sharepoint system |
Member or members |
Member/s of any group member boards, committees or panels (e.g. Tenant Led Scrutiny Panel) and includes (but is not limited to) other people that may from time to time be involved with the operation of the organisation such as consultants, volunteers, people on work placements, interns etc. |
Personal data or personal information |
Information from which the identity of a living individual may be determined. Examples of Personal Data include (but are not limited to) first and last name, home or other physical address, email address, phone number, work history and other contact information. |
Sensitive or special category personal data or information |
This is defined as personal data consisting of information about one or more of:
|
Visitor |
An individual visiting our website |
Website |
|
Acis will ensure that the rights of people about whom information is held can be fully exercised under data protection legislation. These rights are:
Should you wish to exercise any of your rights, please contact us using the details above.
We retain your information only as long as we need it. We base our record keeping on the Acis Retention Schedule. If you have a specific query regarding how long we retain your information please contact us using the details above.
Where we have requested your specific consent for processing your information (for marketing for example), you have the right to withdraw that consent at any time by contacting us using the details above. You may unsubscribe from marketing emails by following the instructions given at the bottom of the email.
If you are dissatisfied with the way we have handled your personal data you should contact us using the details above so that we can investigate in the first instance. Following our response to you, if you are still dissatisfied then you have the right to complain to the Information commissioner’s Office (ICO).
2.1 Cookies and how we use them
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website however.
2.2 Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
2.3 Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
We will not sell, distribute or lease your personal information to traders in personal data, marketing companies or similar third parties unless we have your permission.
2.4 List of the cookies used on the Acis websites
Acis uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate your use of our websites which are used in aggregate form to improve the performance and user experience on our site. Google Analytics uses only first party cookies and collects no personally identifiable information.
Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using the Acis website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
2.4.1 How to reject or delete this cookie
http://www.google.com/intl/en/privacypolicy.html
Cookies used to show how visitors use our site |
|||
---|---|---|---|
Cookie name |
Expires |
Linked Information |
Functions |
_utma |
2 years |
Anonymous |
Gather information about site visitors, in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. |
_utmc |
On closing browser |
||
_utmb |
30 minutes |
||
_utmz |
6 months |
2.4.2 Cookies used by VerseOne Content Management System (CMS)
VerseOne CMS does not use any cookies by default. However, three 'session' cookies are created when a visitor to the Acis website does the following:
The three cookies are used to cross-reference each other for improved security.
Session cookie profile |
||||
---|---|---|---|---|
Cookie |
Type |
Expiry |
Linked information |
Functions |
CFID |
Persist |
2 hours |
Anonymous |
Remembers that the user has chosen a high contrast or low contrast stylesheet. |
JSESSIONID |
Session |
Browser close |
Username |
When a user logs in, maintains authentication state, access rights, etc. |
These cookies do not store any personal information about you, your computer, your visit, or your browsing history. After the time indicated above, the cookies’ validity is destroyed and the browser instructed to remove the cookie from your computer.
Section 3: For our customers
3.1 Information we may collect from you
We may collect the following personal information about you:
When you first come to see us
For housing management purposes
To enhance your experience with Acis
If you ask for additional Acis services
In addition
We may get the information, or related information, from you or our partner organisations (see below), other people, our colleagues or public information sources including credit reference agencies or the Disclosure and Barring Service (formerly the Criminal Records Bureau).
We may also record factual information whenever you contact us or use our services, and of other actions we take, so we have a record of what happened.
The legal basis’ we rely on for using personal information in these ways are as follows:
3.2 Where we store your personal information
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 but we do use mobile devices outside our offices if they are secure and under our control.
Sometimes we also use computers which are owned or managed by our suppliers, if the computers are secure and comply with our security requirements and all relevant information management legislation.
Occasionally our processors or sub-processors may process information outside the European Economic Area (EEA). Where this happens we will ensure that the processor is compliant with the data protection legislation including transfer agreements that incorporate approved model clauses.
3.3 What we use your personal information for
3.4 Who else we may pass on your information to
Normally, only Acis will be able to access your personal information. However there may be times when we disclose your details to others, and we will comply with data protection legislation when disclosing this information. Where it is required or necessary in accordance with data protection legislation, we may share information with:
We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (for example Homes England) or court order.
We do not sell your information to others for their marketing or commercial purposes.
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.
3.5 Social media
We may get your information from social media, whether on our own accounts or elsewhere. Where you use our own website or social media you grant us an irrevocable, royalty-free, non-exclusive licence, and give us your consent, to copy, use and reproduce any of your contributions for any purpose.
Where you make a contribution to any social media (whether on our own accounts or elsewhere) we may use that information for any of the purposes stated in this Privacy Statement.
Where a contribution to any social media (whether on our own accounts or elsewhere) constitutes a breach of Acis terms and conditions, agreements, or laws that apply, we may take the following actions:
The responses described in this Privacy Statement are not limited, and we may take any other action we reasonably deem appropriate and we are not obliged to take any action.
Section 4: For our employees, Board members and other associates
4.1 Information we may collect from you
We may collect the following personal information about you:
When you first come into contact with us
For employment and/or board/committee/panel membership purposes
If you ask for additional Acis services
In addition
We may obtain the information, or related information, from you or our partner organisations (see below), our colleagues or public information sources including credit reference agencies or the Disclosure and Barring Service (formerly the Criminal Records Bureau).
We may also record factual information from time to time, and any action we take, so we have a record of what happened.
The legal basis’ we rely on for processing personal information in this way are as follows:
Failure to provide the personal information requested may result in us being unable to fulfil our obligations to you. For example, if you failed to provide your bank details we would be unable to pay you.
4.2 Where we store your personal information
We are committed to holding your personal information securely. This means only those of our colleagues and partners 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 but we do use mobile devices outside our offices if they are secure and under our control.
Sometimes we also use computers which are owned or managed by our suppliers, if the computers are secure and comply with our security requirements and all relevant information management legislation.
Occasionally our processors or sub-processors may process information outside the European Economic Area (EEA). Where this happens we will ensure that the processor is compliant with the data protection legislation including transfer agreements that incorporate approved model clauses.
4.3 What we use your personal information for
4.4 Who else we may pass on your information to
Normally only Acis will be able to access your personal information, however there may be times when we disclose your details to others, and we will comply with data protection legislation when disclosing this information. Where it is required or necessary in accordance with data protection legislation, we may share information with:
We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (such as Homes England), or by court order. Information held by public bodies can be subject to Freedom of Information legislation.
We do sell your information to others for marketing or commercial purposes.
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 with us dealing with such requests whilst we confirm identity or check that we have your approval to deal with them.
4.5 Social media
We may obtain your information from social media, whether on our own accounts or elsewhere. Where you use our own website or social media you grant us an irrevocable, royalty-free, non-exclusive licence, and give us your consent, to copy, use and reproduce any of your contributions for any purpose.
Where you make a contribution to any social media (whether on our own accounts or elsewhere) that relates in any way to any of the Acis group of companies, your past or current employment here, or to the field of housing, we may use that information for any of the purposes stated in this Privacy Statement.
Where a contribution to any social media (whether on our own accounts or elsewhere) constitutes a breach of Acis Code of Conduct, policy, contract, terms and conditions or laws that apply, we may take the following actions:
The responses described in this Privacy Statement are not limited, and we may take any other action we reasonably deem appropriate and we are not obliged to take any action.
5.1 Information we may collect from you
We may collect the following personal information about you:
When you first come into contact with us
If you ask for additional Acis services
In addition
We may obtain the information, or related information, from you or our partner organisations (see below), our colleagues or public information sources including the Disclosure and Barring Service (formerly the Criminal Records Bureau).
We may also record factual information, interview details and interview responses so we have a record of what happened.
The legal basis’ we rely on for processing personal information in this way are as follows:
5.2 Where we store your personal information
We are committed to holding your personal information securely. This means only those of our colleagues and partners 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 but we do use mobile devices outside our offices if they are secure and under our control.
Sometimes we also use computers which are owned or managed by our suppliers, if the computers are secure and comply with our security requirements and all relevant information management legislation.
Occasionally our processors or sub-processors may process information outside the European Economic Area (EEA). Where this happens we will ensure that the processor is compliant with the data protection legislation including transfer agreements that incorporate approved model clauses.
5.3 What we use your personal information for
5.4 Who else we may pass on your information to
Normally only Acis will be able to access your personal information, however there may be times when we disclose your details to others, and we will comply with data protection legislation when disclosing this information. Where it is required or necessary in accordance with data protection legislation, we may share information with:
We may sometimes be obliged to disclose your personal data by law such as by a regulator with appropriate power (such as Homes England), or by court order.
We do not sell your information to others for marketing or commercial purposes.
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 with us dealing with such requests whilst we confirm identity or check that we have your approval to deal with them.