Data Protection Policy

Introduction

The Housing Helpline is a trading style of Claim 3000 Ltd, authorised and regulated by the Financial Conduct Authority for claims management activities (FRN 833604).

Claim 3000 Ltd ("we", "us", "our") is the data controller responsible for your personal data. All personal data collected through The Housing Helpline is processed in accordance with this Data Protection Policy.

This policy sets out our commitment to ensuring that any personal data, including special category personal data, which we process is carried out in compliance with data protection law. We are committed to ensuring that all the personal data that we process is done in accordance with data protection law, and that good data protection practice is embedded in the culture of our staff and our organisation.

Our supporting data protection policies and procedures include:

• Record of processing activities
• Privacy notices (website, clients, employees)
• Personal data breach reporting process and a breach register
• Data retention policy
• Data subject rights procedure
• Data protection impact assessment process
• IT security policies

'Data Protection Law' includes the General Data Protection Regulation 2016/679; the UK Data Protection Act 2018 and all relevant EU and UK data protection legislation.

Scope

This policy applies to all personal data processed by Claim 3000 Ltd and is part of our approach to compliance with data protection law. All staff are expected to comply with this policy and failure to comply may lead to disciplinary action for misconduct, including dismissal.

Data Protection Principles

Claim 3000 Ltd complies with the data protection principles set out below. When processing personal data, we ensure that:

• •It is processed lawfully, fairly and in a transparent manner in relation to the data subject (lawfulness, fairness and transparency).
• •It is collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (purpose limitation).
• •It is adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed (data minimisation).
• •It is accurate and, where necessary, kept up to date (accuracy).
• •It is kept for no longer than is necessary for the purposes for which it is processed (storage limitation).
• •It is processed in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and accidental loss (integrity and confidentiality).

We will facilitate any request from a data subject who wishes to exercise their rights under data protection law, always communicating in a concise, transparent and easily accessible form and without undue delay.

Process and Procedures

Claim 3000 Ltd will:

• •Ensure that the legal basis for processing personal data is identified in advance and that all processing complies with the law.
• •Not do anything with your data that you would not expect given the content of this policy and the fair processing or privacy notice.
• •Ensure that appropriate privacy notices are in place advising how and why data is being processed, and in particular advising data subjects of their rights.
• •Only collect and process the personal data that is needed for purposes identified in advance.
• •Ensure that, as far as possible, the personal data held is accurate, or a system is in place to keep it up to date.
• •Only hold personal data for as long as it is needed, after which time it will be securely erased or deleted in accordance with our data retention policy.
• •Ensure that appropriate security measures are in place so that personal data can only be accessed by those who need to access it and is held and transferred securely.

Claim 3000 Ltd ensures that all staff who handle personal data are aware of their responsibilities under this policy and are adequately trained and supervised. Breaching this policy may result in disciplinary action for misconduct, including dismissal.

Data Subject Rights

We have processes in place to facilitate any request made by an individual to exercise their rights under data protection law. All requests will be considered without undue delay and within one month of receipt.

Special Category Personal Data

Special category data includes personal data revealing:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Trade union membership
• Genetic or biometric data for the purpose of uniquely identifying a natural person
• An individual's health
• A natural person's sex life or sexual orientation
• Criminal convictions or offences

Claim 3000 Ltd processes special category data of clients and third parties only as is necessary to provide claims management services for the establishment, exercise or defence of legal claims. Special category data of employees is processed only as necessary to comply with employment and social security law.

Responsibility for Personal Data

Claim 3000 Ltd takes ultimate responsibility for data protection. If you have any concerns or wish to exercise any of your rights under the GDPR, please contact us:

Monitoring and Review

This policy shall be regularly monitored and reviewed, at least every two years, to ensure it remains accurate and compliant with current data protection legislation.