Privacy notice

Who we are

When we process your personal data Merlin is described as the ‘data controller’ under data protection law. Our contact details are:
Merlin Housing Society Ltd
Building 1
Riverside Court
Bowling Hill
Chipping Sodbury
BS37 6JX
Our  Data Protection officer is Chris Down: 01454 821034

Please do not hesitate to contact us if you have any questions about this statement, information we hold about you or our overall approach to data protection and confidentiality.

Data protection and privacy policy statement

We are committed to a ‘Privacy by Design’ approach to personal data which is consistent with our values.

  • We believe in privacy by default and we embed privacy into design
  • We believe in visibility and transparency and are committed to end-to-end security
  • We are proactive not reactive, preventative not remedial. We won’t trade privacy off against other objectives
  • We respect user privacy

For further information on our commitment to ‘Privacy by Design’ please see our Data Protection and Privacy Policy.pdf [pdf] 398KB .

Who we collect personal information about

Customers - this includes current, former and potential customers who live in our properties or access our support and other services, and could also include their family and people associated with them.

Staff - this includes current, former and potential staff, as well as Board and Committee members, apprentices and volunteers.

Anyone who makes a complaint or enquiry and visitors to our website and offices.

Security of information

We operate a range of information and communications systems and technologies for efficient operation of the business. Personal information is stored and managed within those systems which are maintained to achieve a high level of Confidentiality, Integrity and Availability (CIA) including following best practice cyber security standards.

We hold information in IT systems which may be copied for testing, backup, archiving and disaster recovery purposes. All data is held within the European Economic Area or other jurisdictions recognised as adequate by the European Union.

For further information on how we maintain the security of your information, and our commitment to ‘Privacy by Design’ please see our Data Protection and Privacy Policy.pdf [pdf] 398KB

Changes to our privacy notice

This privacy notice will be updated to reflect changes either to the way in which we operate or changes to the data protection legislation. To make sure that you keep up to date, we suggest that you revisit this notice from time to time.

What we will not do

We will not send you unsolicited marketing material. We will not sell your personal data on to third parties.

We will not pass on your personal data to unrelated third parties unless we are allowed or required to do so by law or we have your explicit permission to do that.

We will not transfer or store your personal data outside of the control of UK / European regulations (ie the European Economic Area or other jurisdictions recognised as adequate by the European Union).

We will not keep a record of your card details when you provide them to make a payment for your rent or other service.

Your data, your rights

We are committed to respecting your rights when we deal with your personal data. This is part of our commitment to ‘Privacy by Design.’
You have the following rights:

  • Right to be Informed
  • Right of Access
  • Right to Rectification
  • Right to Erasure
  • Right to Restrict Processing
  • Right to Data Portability
  • Right to Object
  • Rights in relation to automated decision making and profiling

Further information on your rights is available in our Your Data, Your Rights document Your Data, Your Rights.pdf [pdf] 592KB.

Our Privacy Notices

The links below will take you to more information on our privacy notice. We understand that sometimes it's hard to find what you want in documents like this, which is why we've included shortcuts so that you can easily find what you’re looking for depending on whether you’re a current customer, a potential customer, an employee, are applying for a job and so on.

Privacy notice - applying to be a customer
Privacy notice - current or former customers
Privacy notice - job applicants
Privacy notice - current or former members of staff
Privacy notice - visitors to our website, to our offices or you get in touch with us in some other way