Privacy Policy
Effective Date: September 2022
Reflections Housing Association Limited ("we," "us," "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website [www.reflectionsha.com], or engage with us through other online and offline means. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.
1. Information We Collect
We may collect and process the following personal data about you:
- Personal Identification Information: Name, address, email address, phone number, or other information you provide when filling out forms or contacting us.
- Technical Data: IP address, browser type, time zone, browser plug-in types, operating system, and platform.
- Usage Data: Information about how you use our website, such as the pages you visit and the actions you take.
- Cookies and Tracking Data: We use cookies and similar tracking technologies to track activity on our website and hold certain information.
2. How We Use Your Information
We use the personal information we collect for the following purposes:
- To provide and maintain our services: Processing your inquiries, registrations, or requests related to our housing services or other assistance programs.
- To improve our website: Monitoring website usage to identify trends, troubleshoot problems, and enhance the user experience.
- To communicate with you: Providing information and updates about our services, responding to your inquiries, and sending marketing communications if you have opted in.
- Legal Obligations: Where necessary to comply with applicable legal requirements or law enforcement requests.
3. Legal Basis for Processing Personal Data
We rely on the following legal grounds to process your personal data:
- Consent: When you provide us with personal information, we will process it with your consent (e.g., when you subscribe to our newsletter or fill in a contact form).
- Contractual necessity: Processing is necessary to fulfill the contract we have with you or to take pre-contractual steps (e.g., inquiring about our housing services).
- Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights (e.g., improving our services or security measures).
- Legal obligations: Where processing is necessary for compliance with legal requirements (e.g., keeping records for tax purposes).
4. Data Sharing and Disclosure
We do not sell, rent, or trade your personal information. However, we may share your information with:
- Service Providers: Third-party companies and individuals that assist us in operating our website, conducting our business, or providing services to you, subject to appropriate data protection agreements.
- Legal Authorities: We may disclose your personal data to comply with a legal obligation or to protect our rights, safety, or property.
5. Data Retention
We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Once the retention period has expired, we will securely delete or anonymize your personal data.
6. Your Data Protection Rights
Under the GDPR, you have the following rights:
- Right to Access: You have the right to request a copy of the personal data we hold about you.
- Right to Rectification: You can request that any inaccurate or incomplete data be corrected.
- Right to Erasure: You can request that we delete your personal data where it is no longer necessary for the purposes we collected it for.
- Right to Restrict Processing: You can request that we limit the processing of your data in certain circumstances.
- Right to Object: You have the right to object to the processing of your data for direct marketing purposes or under legitimate interests.
- Right to Data Portability: You have the right to receive your data in a machine-readable format and transmit it to another controller.
To exercise these rights, please contact us at
7. Security of Your Data
We implement appropriate technical and organizational measures to safeguard your personal data. While we strive to use commercially acceptable means to protect your data, no method of transmission over the internet is 100% secure. We encourage you to take steps to protect your personal information when online.
8. Use of Cookies
Our website uses cookies to personalize content and to analyze website traffic. Cookies are small text files stored on your device that allow us to recognize your browser and capture certain information. You can manage cookie preferences through your browser settings, but disabling cookies may affect your experience on our website.
For more information, see our [Cookie Policy] (link to cookie policy).
9. Third-Party Services
Our website may include links to third-party websites or services (such as social media platforms like Facebook and Twitter) that are not operated by us. These services may collect data about you in accordance with their own privacy policies. We are not responsible for the privacy practices or the content of these third-party websites.
10. Google Analytics
We use Google Analytics to analyze the behavior of visitors on our website. This tool helps us track the effectiveness of our online presence and improve the services we offer. Google Analytics collects information such as the frequency of visits to the site and the pages visited. You can prevent Google Analytics from tracking your data by installing the Google Analytics opt-out browser add-on: Google Analytics Opt-Out.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page, and the revised version will include the effective date at the top of the policy. We encourage you to review this page periodically.
12. Contact Us
If you have any questions or concerns regarding this Privacy Policy, or if you wish to exercise your rights, please contact:
Data Protection Officer
Mr. Paul Wright
Reflections Housing Association Limited
Reflections House, Station Road, WF10 1DL Castleford, West Yorkshire
Phone: 01977 514248
Email: