Privacy Policy


Privacy Notice

How we use your data

1. Introduction

We, Yorkshire Housing, take the protection of your personal data very seriously and strictly adhere to the rules laid out by data protection laws and the General Data Protection Regulation (GDPR-UK).

This privacy notice gives you information on how we collect and process your personal data through your data at recruitment, during employment and after your employment with us.

We have appointed a data protection officer (DPO) who is responsible for monitoring and providing guidance with our GDPR status. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO/us using the contact information in section 15 of this privacy notice. 


2. Why we Collect your personal information

We collect your personal data for one of the following purposes:

  • To manage communications between you and us.
  • Where we need to perform the contract we have entered into with you.
  • To record and manage absence, sickness and other types of leave as required.
  • To process your payroll.
  • To follow our recruitment process and determine eligibility for the advertised role.
  • To check your eligibility to work.
  • To ensure we are able to support you with any disabilities you may have.
  • To ensure we can contact your next of kin in the event of an emergency.
  • To validate your qualifications and employment history.
  • To comply with employment and tax laws.
  • For equal opportunities monitoring.
  • For monitoring performance and assessing progress.
  • To comply with health and safety obligations.
  • To conduct employee satisfaction surveys.
  • To monitor systems usage for security purposes.
  • To fulfil our legal obligations.
  • Whistleblowing schemes.
  • For the provisioning of company gifts.
  • Managing access to company services.
  • For provision of providing training to staff.
  • For marketing and promotion of the organisation.


3. Lawful Basis Of Processing Information


We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:


  • The data subject (you) has given consent to the processing activity taking place.
  • If the processing is necessary for the performance of a contract
  • If the processing is necessary for compliance with a legal obligation to which the Yorkshire Housing is subject
  • If the processing in necessary for the purpose of the legitimate interest pursed by us or our partners, namely facilitating and enabling the management of all matters relating to your employment contract and our business, but only where your interests and fundamental rights do not override those interests.

    Where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment which is a three-part test covering:

    The purpose test – to identify the legitimate interest

    Necessity test – to consider if the processing is necessary for the purpose identified

    Balancing test – considering the individual's interests, rights or freedoms and whether these override the legitimate interests identified.


4. What Information we collect and where from

We collect personal information from you. The categories of personal information that we may collect, store and use about you include:


  • Name, address, telephone number, email.
  • Bank details
  • Payroll records
  • Pension benefits information
  • Your country of birth, nationality.
  • Date of birth
  • Passport details, national insurance number.
  • Employment history (records including hours of work, commencement date, training records, probation length, employee reference number, job titles, contracts, appraisal details, CV, covering letters, references, disciplinary and grievance records)
  • Qualifications & Training history
  • Next of kin details
  • Emergency contact details
  • Marital status
  • Leave dates
  • Absence information
  • Student loan information
  • Audit logs of use of computer and telephone systems
  • Photographs and CCTV
  • IP address


4.1 Special Category Data

We collect the following special category data from you:

  • Sickness details
  • Disability details
  • Ethnicity
  • Religious belief
  • Sexual orientation

We will only process special category data where we have an Article 9 exception allowing us to do so, in this case, this is processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment as per Article 9 Paragraph 2a of the GDPR and the Data Protection Act 2018, schedule 1 condition 1. Where special category data may be collected during the course of activities relating to photography for marketing and publicity materials, we will rely on explicit consent.


4.2 Third Party Collection of Personal Data 

We may also collect your data through Third Parties such as recruitment websites and consultants if you applied for a role via these methods. Additionally, we may collect information from former employers, background check providers and credit refence agency. During the course of your employment, we may collect other related employment data such as sickness or medical records from your GP, treating physician or occupational health advisor.


5. How Long we Keep Information For

We pride ourselves on ensuring that your personal data is only retained for the period that we need it for, or in accordance with laws, regulations and professional obligations that we are subject to. All personal information collect has a defined retention period, which is in-line with our retention policy. If you would like to find out how long your information is being retained, please see "additional information", section 16 of this policy


6. Security of personal information

We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed.  We have in place a robust access control policy which limits access to your personal data to those employees, contractors and other third parties who only have a business need to know. The processing of your personal data will only take place subject to our instruction.


We have policies and procedures to handle any potential data security breaches and data subjects, third parties and any applicable regulators will be notified where we are legally required to do so.    


We have ensured that all employees have had information security and data protection training. If you would like more details of the security we have in place, please see "additional information", section 16 of this policy.


7. Children's information

We do not knowingly collect information on children. If we have collected personal information on a child, please contact us immediately using the details in section 15, so we can remove this information without any undue delay


8. Your individual rights

In this Section, we have summarised the rights that you have under General Data Protection Regulation. Some of the rights are complex, and not all the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under General Data Protection Regulation are:

  • Right to Object
  • Right of Access
  • Right to be informed
  • Right to Rectification
  • Right to Erasure
  • Right to Restrict Processing
  • Right to Data Portability


 The right to object

You can exercise this right if

  • Processing relies on legitimate interest
  • Processing is for scientific or historical research
  • Processing includes automated decision making and profiling
  • Processing is for direct marketing purposes

The right of access

  • You or any third party acting on your behalf with your authority may request a copy of the personal data we hold about you without charge.
  • We will ask to verify your identity or request evidence from the third party that they are acting on your behalf before releasing any personal data we hold about you.

The right to be informed

  • We are required, to provide clear and transparent information to you about how we process your personal data. This privacy notice addresses this right.

The right of rectification

  • If you believe the personal data we hold about you is incorrect or incomplete you have the right to correct this and you may exercise this right along with the right to restrict processing until these corrections are made.

The right to erasure

  • If there is no legal basis or legitimate reason for processing your personal data, you may request that we erase it. 

The right to restrict processing

  • You may ask us to restrict the processing of your personal data. This means we will still hold it but not process it. This is a conditional right which may only be exercised when:
  • Processing is unlawful
  • We no longer need the personal data, but it is required for a legal process
  • You have exercised your right to object to processing and require processing to be halted while a decision on the request to object is made.
  • If you are exercising your right to rectification

The right to data portability

  • You can request that your personal data is transferred to another controller or processor in a machine-readable format if:
  • Processing is based on consent
  • Processing is by automated means (i.e. not paper based)
  • Processing is necessary for the fulfilment of a contractual obligation 

If you have any question about these rights, please see "additional information", section 16 of this policy.


9. Consent

Where you have given consent for processing, or explicit consent in relation to the processing of special category data, you have the right to withdraw this consent at any time, but this will not affect the lawfulness of processing based on consent before its withdrawal.


10. Failure To Provide Personal Information

Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.


11. Cookies

Our website uses cookies. Please see our cookies policy for full details of the cookies used.


12. Automated Decision Making

 Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).

Where we make an automated decision which has a legal or substantially similar effect, you have the right to speak to us and we may then review the decision, provide a more detailed explanation and assess if the automated decision was made correctly


13. Transfers To Third Parties

Yorkshire Housing may disclose your personal data, listed in section 4 to some third parties to help us deliver our services/products. All third parties are contractually bound to protect the personal data we provide to them. We may use several or all of the following categories of recipients:


  • Business partners, suppliers, contractors for the performance of any contract we enter into with them or you
  • Companies within our group where necessary for administrative purposes and to provide services to you
  • Third parties that support us to provide products and services e.g. IT support, cloud-based software services, providers of telecommunications equipment)
  • Marketing services providers
  • Payment service providers
  • Recruitment service providers
  • Professional advisors e.g. lawyers, auditors
  • Web analytics and search engine provider to ensure the continued improvement and optimisation of our website.


14. Transfers Outside Of The UK

In this section, we provide information about the circumstances in which your personal data may be transferred and stored in third countries.

We may share personal information to third parties outside of the United Kingdom (UK). Any personal information transferred will only be processed on our instruction and we ensure that information security at the highest standard would be used to protect any personal information as required by the Data Protection laws.

Where personal data is transferred outside of the UK to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include:

  • Standard Contractual Clauses Plus UK Addendum
  • International Data Transfer Agreement
  • An exception as defined in Article 49 of the EU GDPR


For more information about transfers and safeguarding measures, please contact us using the information in section 16.


15. Right to complaint


We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading, or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact us via;

Alternatively, you can make a complaint to the Information Commissioner's Office:

  • By Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • By Website: Information Commissioner's Office (ICO)
  • By Phone: 0303 123 1113 (Local rate) or 01625 545 745 (National rate)


16. Additional information

Your trust is important to us. That is why we are always available to talk with you at any time and answer any questions concerning how your data is processed.


If you have any questions that could not be answered by this privacy policy or if you wish to receive more in-depth information about any topic within it, please contact our DPO and Compliance Team via email on


17. Policy Review and Amendments

We keep this Policy under regular review. This Policy was last updated on 17/02/2023.

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information