Effective Date: 1 November 2023

Privacy Policy

Cambridge Cyrenians collects and processes (sorts) personal information (also referred to as data) about the people who use our services. This Notice explains what information we collect and why, how we protect service users privacy and their right to access their personal information.

The types of personal information we collect

Cambridge Cyrenians collects and processes a range of information about you. This includes some, but not necessarily all of the following:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • details of your previous accommodation and housing history,
  • details of any other relevant agencies who are supporting you
  • details of your GP, medical or health conditions, including whether or not you have a disability
  • your income and entitlement to welfare benefits
  • information that will enable us to confirm your identity, such as passport or other id.
  • the risk you might pose to others or others pose to you
  • your skills, experience and employment history
  • your bank account details
  • information about your next of kin and emergency contacts;
  • information about any criminal record;
  • equal opportunities monitoring information including information about your ethnic origin.

We may collect this information in a variety of ways. For example, information might be collected through the referral process (Normally via the City Council’s In-Form, on-line database); obtained from your personal identity documents, from forms completed by you at the start of or during your access to our services; from correspondence with you; or through interviews, meetings or other assessments.

In some cases, we may collect personal information about you from third parties, such as references and information about previous convictions as permitted by law. Your information will be stored in a range of different places, including in your personal file and in our IT systems (including our email system).

What do we do with your personal information?

Cambridge Cyrenians needs some or all of this information in order to offer you a service and to support you when you access our services. We also need some information to comply with the law. For example, in order to claim Housing Benefit, or to comply with a contract we have entered into with another organisation who fund the service we provide, such as Cambridgeshire County Council. We may also want to share some of your information with funders or those carrying out research about homelessness, but we will do this using a code to replace your name, so that you are not easily identifiable.

For how long does Cyrenians keep your information?

In most cases Cambridge Cyrenians will want to retain your information for a period of time after you stop using our services. This is so that we can evidence to others that you did access our services and hence we were eligible to claim funding to provide a service to you, or to provide statistical evidence on how, as an organisation we have performed, or simply so that, should you present again and wish to access our services we can use this information in helping assess if we can help. It would also help us to provide a reference, such as for a future landlord or other service provider. We will also hold it so that we can respond to and defend against legal claims. We will hold your personal data for up to seven years after you stop using our services. 

The legal basis for holding your information

As stated above, Cambridge Cyrenians collects and holds some of your personal information because it is required to by law. Such as; the information you provide to demonstrate that you are entitled to claim welfare benefits. We also ask for and hold information about you that we are contractually required to hold. For example: to be able to assess if you are suitable for our service, or your ethnic origin.

Some other information we hold because we have a legitimate interest. This means, in order to offer you a service and to support you, the best way to do this is to ask for and keep information about you, such as: details of your housing history, physical and mental health or debts.

We would also like to process personal data for which we require your consent. This includes:

  • details of who to contact in the event of an emergency
  • other contact details of individuals you wish to share with us.

Who has access to your information?

Your information may be shared internally, including staff involved in offering you support or those involved in the administration of the service, for example maintaining a record of your rent payments. To ensure that we provide you with an efficient and effective service we will sometimes need to share your information between partner agencies that support the delivery of the service you may receive. To enable us to do this you will be asked to sign a separate disclosure form. We will only ever share your information if we are satisfied that our partners have sufficient measures in place to protect your information in the same way that we do.

How do we keep your information safe?

Cyrenians takes the security of your information seriously. We have internal policies and controls in place to try to ensure that your information is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. 

Your rights to see the information we hold

As a service user, you have a number of rights. You can:

  • ask to see a copy of the information we hold on you;
  • require us to change incorrect or incomplete information;
  • require us to delete or stop processing your information, for example where the information is no longer necessary for the purposes of processing; and
  • object to the processing of your information where we are relying on its legitimate interests as the legal ground for processing.

However we cannot grant a request that would contradict a legal obligation. For instance, we couldn’t delete information about you if providing this information was a condition of us offering you a service, such as your housing history.

If you would like to exercise any of these rights, please contact the Data Controller. (See details below.) If you believe that Cyrenians has not complied with your rights, you can complain to the Information Commissioner. Their details can be obtained from the Data Controller.

Data Controller

Cambridge Cyrenians is registered as a data controller with the Information Commissioner’s Office (registration number: Z5259652). Contact details for the data controller are: James Martin (Director). Cambridge Cyrenians, 3 Signet Court, Swann Road, Cambridge CB5 8LA. Email: james@cambridgecyrenians.org.uk