olan.net is a service operated by Olan Trust on behalf of Olan Trust, Olan Homes, Olan Services, Olan Foundation and member housing co-operatives of Olan Homes
_Our contact details_
375 Brockley Road, London SE4 2AG
+44 (0)20 3151 3171
Olan Trust is a registered Data Controller with Information Commissioners Office: ZA314301
Olan Homes is a registered Data Controller with Information Commissioners Office: ZA314302
_The type of personal information we collect_
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Information held relating to finances, identity, dates of birth, previous addresses, and referees in relation to provision of a housing service
- Information on membership, age, donations, expenses, tax and national insurance, volunteering contributions, event attendance in relation to supporting the provision and development of services and organisations using paid and volunteer workers and membership
- Information pertaining to health, welfare, and disputes and legal issues in relation to managing and protecting the legitimate interests of olan.net and its corporate members and protecting and supporting its individual members
_How we get the personal information and why we have it_
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- During applications for membership or housing or welfare support or advice support
- During work in providing services or advice
- From information provided by other individual or corporate members in order to ensure the financial, health and physical security and safety and effective operation of the organisations
We also receive personal information indirectly, from the following sources in the following scenarios:
- From information provided by outside bodies or individuals which is volunteered by them or which is necessary to obtain in order to meet legal obligations or to protect the health, safety or delivery of the network or its corporate or individual members
We use the information that you have given us in order to manage the network internally between its corporate and individual members
We may share this information with other bodies where you ask us to, such as Councils, DWP, Land Registry, solicitors, health bodies, or where it is necessary to protect the health, safety, or delivery of the network or its corporate or individual members
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting firstname.lastname@example.org
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
_How we store your personal information_
Your information is securely stored at our HQ the library, 375 Brockley Road, London SE4 2AG
and on servers maintained by the network at external sites in England.
Information may also be held by local housing co-operatives within the network, but only insofar as it relates to those individual co-operatives and their members agree mutually
We keep your data for 6 years after the end of your members or 15 years after it is created, unless there is an overriding reason. We will then dispose your information by digital expunging or physical shredding where it is held in paper or storage media.
_Your data protection rights_
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com 020 3151 3171 if you wish to make a request.
_How to complain_
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org / 020 3151 3171
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk
_What are cookies?_
Cookies are widely used tiny pieces of software (files) that are installed on a computer or mobile device via the browser (e.g. Microsoft Edge or Internet Explorer, Apple Safari, Google Chrome, or Firefox) when an individual visits a website.
Cookies allow websites to recognise that a user on an individual computer has previously visited the site. The cookies save some information about that user for when they access the site again in the future.
By using and browsing the olan.net service, apps, or website, you consent to cookies being used in accordance with our policy. If you do not consent, you must turn off cookies or refrain from using the site.
Most browsers allow you to turn off cookies. To do this, look at the 'help' menu on your browser. Switching off cookies may restrict your use of the website and/or delay or affect the way in which it operates.
_How do I turn off cookies?_
Most modern browsers will offer different ways to configure how they handle cookie. This can vary from only allowing cookies from websites that you trust to blocking all cookies by default.
For more advice on managing cookies, have a look at the All About Cookies website.
Please note that switching off cookies may restrict your use of the website and/or delay or affect the way in which it operates.
By using our website, our social media pages (such as Facebook, Twitter, YouTube, and Instagram), subscribing to our services, and/or making a donation to us, you agree that, unless you disabled them within your internet browser, we can place the types of cookies set out below on your device and use that data in accordance with this Policy.
_What types of cookies are there?_
Broadly, there are 4 types of cookie:
_Strictly necessary cookies_
These cookies collect anonymous information about users for the purpose of assessing the performance of a website. Common uses include well-known web analytics tools such as Google Analytics.
These are cookies that automatically remember choices that users have previously made in order to improve their experience next time they visit a website. For example, where users select their preferred settings and layout.
_Targeting or Advertising cookies_
We do not currently use targeting or advertising cookies. These cookies are similar to performance cookies, in that they collect information about users’ behaviour. However, this information is used at individual user level to advertise products and services to users on the basis of the behavioural information collected. We do not currently use targeting or advertising cookies.
_What Third Party cookies does olan.net use?_
In order for us to help understand how olan.net is used and to improve website performance, and to ensure integration with external services such as Jitsi, we plan to use a number of cookies to track usage.
This list below contains of the main third party cookies set on olan.net and for what purpose:
Jitsi - to enable the Jitsi meet service to work with our servers to provide a meeting service