Privacy notice - Eat Well

Eat Well - Privacy Notice

The Wheatley Foundation is the charitable trust set up by the Wheatley Group. It is funded by the Group and its subsidiaries to benefit our customers. Maximising social inclusion, jobs, and training and education outcomes for our customers is a key Wheatley Group priority.

To support this, the Foundation coordinates the Eat Well service that provides tenants with a supermarket voucher to buy food. The aim of this service is to help tenants who are experiencing a period of financial difficulty and who may not be able to afford to buy food at this time. Tenants are eligible for a maximum of 3 vouchers per year.

If you are experiencing a period of difficulty, your housing officer can put a referral in to Eat Well for you. The Foundation will process the information on this referral and send you a supermarket voucher code. This will usually be sent via text message to a smart phone.

The Wheatley Foundation will be the "data controllers" of the personal information that you provide to us. This information is required to process your referral and send an Eat Well voucher to you.

Our Data Protection Officer is Ranald Brown who can be contacted on wheatleydataprotectionofficer@wheatley-group.com

What we need

To process the referral to Eat Well we require the following information:

• Your name;
• Address and postcode;
• Household composition;
• Mobile phone number or email address;
• Financial circumstances;
• Ethnicity; and
• Health issues

We collect this information in order to asses and process the referral and send the supermarket voucher. We will also use this information to monitor the project and evaluate the impact it has.

Why we need your personal information – legitimate interest

We will process your personal information in pursuit of our legitimate interest to provide you with support as our tenant, specifically so that we can send you a supermarket voucher.  We will use your personal information to:

• Send you an Eat Well supermarket voucher via text or email.

We will collect your personal information via a referral form which will be completed by your Housing Officer or other member of staff. This will be processed into a spreadsheet by a staff member of the Wheatley Foundation and you will be sent a voucher for the supermarket of your choice.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.  If you wish to object to any of the above processing, please contact us on InformationRequests@wheatley-group.com

If we agree and comply with your objection, this may affect our ability to undertake the tasks above for your benefit.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes.  For example, to promote Eat Well or to report on the successes of the programme.  Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Furthermore, in order to carry out research and evaluation around the performance of the programme we may ask you to complete questionnaires issued by or on behalf of Wheatley Group, and to participate in evaluations that Wheatley Group or it’s representatives may conduct.

We may take photographs and video footage at events we organise or take part in, at our offices and in our communities to use for general marketing and publicity. We may also ask you to take part in case studies to demonstrate the impact of the project, and this is entirely voluntary.

Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

We will not share your information with anyone outside the Wheatley Group.

In the event that we do share personal information with external third parties for evaluation or research purposes, we will only share such personal information strictly required for those specific purposes and will take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

Our contractors are required to comply with the law and our own Data Processing Agreement or Data Processing Clauses within our contracts to ensure data is managed appropriately and for specified purposes.

We may need to share personal information with local authorities, government departments and agencies, with our regulator and auditors, with utility companies or with other organisations and agencies where we are legally allowed to do so.

We may be required to share personal information with Statutory or Regulatory authorities and organisations to comply with statutory obligations. We will only share information on the basis of your consent or in accordance with UK data protection legislation.

How we protect your personal information

Your personal information is stored on our IT filing systems which may be copied for testing, backup, archiving and disaster recovery purposes. Access to your information is limited to those who require it to provide services to you.

How long we keep your personal information

We will only keep your personal information on our customer database to record that you have been issued with a voucher.  We will keep evidence of your referral for 5 years after which it will be deleted.

We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold.  This sets out different retention periods and you can request a copy by writing to us at Wheatley Foundation, 25 Cochrane Street, Glasgow, G1 1HL or by e-mailing foundation@wheatley-group.com

Your rights

You can exercise any of the following rights by writing to us at Wheatley Foundation, 25 Cochrane Street, Glasgow, G1 1HL or by e-mailing foundation@wheatley-group.com

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a "subject access request";
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.

Any requests received by the Foundation will be considered under applicable data protection legislation.  If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

The accuracy of our information is important to us - please help us keep our records updated by informing us of any changes to your personal information.

Changes to our Privacy Notice

Our Privacy Notice is regularly kept up to date and this version was updated on 1st August 2021. The latest full version will be available from our website.