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In order for us to help you with your application for accommodation, we will need to record details of your case. These details may contain your personal and sensitive data. We also collect and store data to improve our performance and monitor how we are performing.

We collect and process a range of information. Most of the information we hold will be collected from you directly, but we may also require information about you from third parties such as a local authority, GP or health professionals, or another community partner.

Some of the information we require is part of a contractual tenancy agreement, and without it we will be unable to process applications for accommodation. E.g. documents verifying your identity to make sure that an application is not fraudulent. Much of the information we collect and process is for our legitimate business interests, which means it is needed for us to deliver our services effectively. This could include things like your housing history, details of income and any communication needs that you have. A more detailed list of the agencies you may consent to us contacting are in the list attached.

Usually only Coventry Cyrenians staff will be able to see and process your personal information, however sometimes we need to share personal information we hold about you with other organisations that we work with, or who provide services on our behalf. We also sometimes share information when you ask us to, e.g. in support of a transfer to another service. When sharing information we will comply with all aspects of data protection law. We may also share information when required by law, e.g. where ordered by the Court. We may also share information when it’s in an individual’s vital interests, such as needing protection from immediate harm. Cyrenians will never sell your personal data to third party organisations for marketing purposes.

We take the security of your data seriously. We have internal policies and controls in place to try and ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees and other authorised individuals. We will not discuss your personal data with anyone other than you, unless we have a valid reason to do so, or you have given us prior written authorisation.

Cyrenians only holds records during the period of our relationship, and for a set period afterwards to allow us to meet our legal obligations, including resolving any follow up issues there may be between us.

Yes you can. We will keep a record of your consent and you have the right to withhold your consent at any time. When we ask you for information, we will make it clear why we need it and also the consequences of not providing it.

Where you have given us consent to hold your data, you also have the right to request Cyrenians to remove, amend or update your data from our records. You can access the information that Cyrenians have on you through your support worker, or by completing an Access Request form which can be downloaded from our website or collected from our Reception. This form requires you to provide proof of identification to ensure that Cyrenians are sharing your data with you only. You must also explain what information you are looking to receive and why. This request will be dealt with by Cyrenians Operations Manager, who will respond within one month, and can be contacted by writing to: Operations Manager, Coventry Cyrenians, McRaye House, 98-101 Far Gosford Street, Coventry CV1 5EA.

A full copy of our Privacy Notice can be found on our website, or from our office reception at McRaye House (see address above). If you believe that we have not complied with you data protection rights, you can make a complaint to the Information Commissioners Office on 0303 123 1113 or via their website ico.org.uk