Gentoo respects a person’s right to information privacy, protection and security.
Last updated 20 July 2022
This statement explains what personal information we collect from you and how we use, store, share and process it.
We have procedures to collect, store and process your information safely and securely.
We follow the legal requirements of the Data Protection Act 2018 and UK General Data Protection Regulation.
This statement applies to Gentoo Group and its activities. This includes information we collect from:
When you leave our website or online services, we have no control over the information another website may collect. Check their policy or statement before using their website or services.
We also collect information about your:
This includes information about:
We may collect information in an exceptional situation, like COVID-19 or severe weather. This could be information to keep you, your family and our staff safe.
To help manage the situation, we will collect information recommended by:
You can choose to not accept analytics cookies. If you choose to not accept necessary cookies, the website or online service may not work correctly.
All information we collect, we store on secure servers in the UK. We encrypt all payments.
We store physical documents in our offices and buildings, and with an offsite storage provider.
We will keep your information for as long as we need it. This means we may keep it after you stop using our services.
The main reason we collect your information is to provide you with services as part of your tenancy agreement. This could be to:
Other services include:
We also use your information to:
We ask for your permission to use photography and images you are in. We store them for 2 years from the date they were taken, and you can withdraw your consent at any time.
We will never sell your personal information.
We share your information with third parties when we have your permission.
There are some situations where we do not need your permission. When this is the case, we will only share your information if:
The National Fraud Initiative compares data between public and private bodies to prevent and detect fraud. We do not need your permission to share your information as part of this initiative. Read more about the National Fraud Initiative.
You have the right to be informed about:
We must provide you with this type of information when we collect your details from you.
You have the right to access the information we hold about you.
Access to information is free. If the information you request is excessive, we may charge you for that information. A request may be excessive if it:
When you request your information, we will send you the information within 30 days. This is called a ‘subject access request’ or ‘SAR’.
You have the right to have your personal information updated when it is inaccurate or incomplete.
You have the right to get us to delete your personal information.
But we cannot delete your personal information if we need it for legal or relevant reasons, like you are a current tenant or owe us money.
You have the right to ask us to restrict processing your information. This would mean the only thing we could do with your information is store it unless we have your permission or need to process it:
You have the right to get your personal information from us in a reusable format for you to reuse in whatever way you need to.
You have the right to object to the processing of your personal information in certain situations. This includes stopping us from using your information for direct marketing.
You have the right to request that decisions about you involve a human. This includes using your information to profile you.
The company responsible for your personal information, or the data controller, is Gentoo Group. If you have any questions about this statement, send them to:
Data Protection Officer
2 Emperor Way
Doxford International Business Park
Telephone: 0191 525 5000
Gentoo Group Limited is a charitable community benefit society. Our registration number is 7302.