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Data Protection

Orbit Group and its members recognise that all individuals have a right to expect their personal information will be collected, processed and shared in line with the Data Protection Act 1998.  Each organisation has details on how they comply with the Data Protection Act and will supply you with information on how to request a copy of your personal information. The following organisations are registered as Data Controllers with the Information Commissioner Office:

  • Orbit Group Limited (inclusive of Orbit East and Orbit First Step)
  • Orbit South Housing Association
  • Orbit Heart of England Housing Association
  • Heart of England Housing and Care

When Orbit processes your information or your requests for information we will do so with honesty and respect. We will work in partnership with you and the Information Commissioner in promoting good practice and transparency in the access and use of your personal information. We will regularly review your information and make necessary changes to the service and information handling process when you, the law or the Information Commissioner request such changes. 

We will comply with the Data Protection Act 1998 (Act) and connected law ensuring your personal information is protected and processed in accordance with the law.

All of the information you provide is made safe and secure in accordance with the Act. It will be used to update your records and will be securely stored on our computer and paper based filing systems. Where necessary we will share relevant information with third parties for example other Group members, Partners, Agencies, Government or Statutory/Public Bodies. One example could be the sharing of information to our maintenance contractors, to assist them and you to make appointments, attend your property to carry out the repairs and/or services.

We will share information in a secure manner to ensure your needs are met and to meet the health and safety obligations we have as an employer when delivering a service. We will share relevant information with third parties where we are legally required to do so and in line with the Act. Some examples are:

  • The prevention or detection of crime and fraud 
  • The apprehension or prosecution of offenders 
  • The assessment or collection of tax or duty owed to customs and excise 
  • In connection with legal proceedings 
  • In relation to the physical or mental health of an individual, where disclosure is required to protect them or others from serious harm
  • For research and statistical purposes
  • In order to carry out or contractual obligations 
  • In order that third parties can carry out our duties on our behalf
  • To comply with the law

We hold personal and sensitive information about our employees, board members, employment applicants, tenants, leaseholders, housing applicants and suppliers etc. All individuals have a right to privacy and Orbit is bound by the Act.  Our Policy demonstrates our commitment to the principles of the Act. It aims to protect and promote the rights of individuals. Our policy is supported by a number of procedures and training.  

Orbit will from time to time take part in National Fraud initiatives; this will mean we will share your information with other organisations, for example, the Audit Commission. Dependant on the circumstances we may inform you when we are taking part in these schemes by giving you notice of what we are taking part in, what information will be shared and how it will be secured. This Fair Processing Notice can be in the form of a newsletter, leaflet, and/or letter as well as on our website. For more information on National Fraud initiatives please use this link.

You may request a copy of your personal information, for more information contact your local office or the Information Governance Team on 0345 8 500 500. Click on the links below if you want to know more about:

Accessing Your Personal Information Leaflet and Form - CustomersAccessing Your Personal Information Leaflet and Form
- Customers.pdf

Accessing Your Personal Information Leaflet and Form - StaffAccessing Your Personal Information Leaflet and Form
- Staff.pdf

 You may view our Data Protection Policy by clicking the link below:

Data Protection PolicyData Protection Policy.pdf (0.117MB)

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