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Privacy Policy

Privacy Policy

Adullam Homes Housing Association Ltd, which includes matt25, generates records from our contact
with you, including records of some personal information which is subject to the Data Protection Act.

Our privacy notice covers the following areas, to explain our approach to Data Protection.

Please see the headings below to see the relevant information:

  • How we collect personal information

    This privacy notice tells you what to expect when the Adullam collects personal information. Our policy visitors to our websites or to our offices

    • complainants and other individuals in relation to a data protection or who seek to file a freedom of information complaint or enquiry
    • people who use our services, such as our tenants, our service users and those who subscribe to our newsletter or request a publication from us
    • people who notify or send us information protected by the Data Protection Act (as amended)
    • job applicants and our current and former work colleagues
  • Visitors to our websites

    When someone visits we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

    Use of cookies by the Adullam Homes Housing Association Ltd

    You can read more about how we use cookies in our cookies statement.

  • Search engine

    Our website search is powered by Adullam Homes. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Adullam or any other third party.

  • E-newsletter

    We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter.

  • People who call our helpline

    When you call the Adullam's helpline we collect Calling Line Identification (CLI) information. We use this information to help improve our efficiency and effectiveness.

  • People who email us

    Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

  • People who make a complaint to us

    When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

    We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

    We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

    We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for five years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

    Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

  • People who use Adullam`s services

    We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested support or to carry out a survey to find out if they are happy with the level of service they have received.

    Job applicants, current and former Adullam employees

    When individuals apply to work at Adullam, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

    Personal information about unsuccessful candidates will be held for six months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data. If you have been shortlisted records will be kept for 12 months only.

    Once a person has taken up employment with the Adullam, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Adullam has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

  • Complaints or queries

    Adullam tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

  • Access to personal information

    Adullam tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998 (as amended). If we do hold information about you we will:

    • give you a description of it;
    • tell you why we are holding it;
    • tell you who it could be disclosed to; and
    • let you have a copy of the information in an intelligible form.

    To make a request to Adullam for any personal information we may hold you need to put the request in writing addressing it to our Human Resources department, or writing to the address provided below.

    If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

    If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Human Resources department.

  • Disclosure of personal information

    In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we may need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.

    You can also get further information on:

    • agreements we have with other organisations for sharing information;
    • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
    • our instructions to staff on how to collect, use and delete personal data; and
    • how we check that the information we hold is accurate and up to date.
  • Links to other websites

    This privacy statement does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

  • Changes to this privacy notice

    We keep our privacy notice under regular review.

  • How to contact us

    If you want to request information about our privacy policy you can email us ( or write to:

    Adullam Homes Housing Association Ltd
    Walter Moore House
    34 Dudley Street
    West Bromwich
    West Midlands
    B70 9LS

This privacy notice was produced by following information on the Information Commissioners website.