This privacy notice for Justice for Tenants Ltd ("we", "us" or "our"), describes how and why we might collect, store, use and/or share ("process") your information when you use our services ("Services"), such as when you:

• Visit our website at https://www.cpngenerator.org/, or any website of ours that links to this privacy notice
• Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at cpn@justicefortenants.org

Who we are and why we are publishing this notice

Justice for Tenants is a non-profit organisation established to improve standards in the private rented sector by supporting local authorities and tenants. We work closely with housing enforcement departments within the local authorities we support to provide Services. This Privacy Policy outlines the purpose of processing data, the legal basis, categories of personal information collected, who we may share it with, and your rights.

Why are we processing personal information?

We do not routinely collect data. We primarily rely on personal information acquired by the housing departments within the councils we collaborate with, either provided directly from the service department or from it's users.

Information we may collect from you

In order to properly provide our Services, we process two distinct groups of personal information:

1. User Information (Provided by Housing Departments)

   • Full name
   • Email address
   • Job Title
   • Phone number
   • Signature

2. Recipient Information (Provided by Users)

   • Full names
   • Postal addresses
   • Other details relevant to the notice the user is generating

Our legal basis for using the information you provide

As a non-profit organisation working closely to assist local authorities carry out housing enforcement, we rely on public task as the lawful basis for processing personal data. We may also use contract as a basis for processing, depending on the nature of the task.

Who we may share your information with

Where necessary, we may need to share user information with their corresponding Team Leader within the housing department for their Local Authority. In any case where any information is used for other purposes such as statistical reporting or analysis, the data is anonymised removing names, address/es (save for postcode), contact details and distinguishing information.

Keeping your information secure

We have implemented appropriate security measures to prevent the accidental loss, unauthorized access, or misuse of personal information. Our secure notice generation system restricts access to your information to those with a genuine business need, and all processing is subject to a duty of confidentiality. Procedures are in place to address any suspected data security breaches, with notifications provided as required by law

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee complete security of your data transmitted through any online means, therefore any transmission remains at your own risk.

How long do we keep your information?

We retain all data for a period of 6 years. As a user you will be able to request deletion of your account and it's associated data through https://www.cpngenerator.org/account.

Where do we store your personal data?

All data collected and processed are transferred to and stored in various secure cloud datacenters in London (United Kingdom)

Your Rights and Access to your information

You have the right to request a copy of the information we hold about you. The General Data Protection Regulation grants additional rights, including the right to withdraw consent, object to further processing, request data deletion or rectification, and more. To exercise these rights, please visit our Account page.

Hotjar

We use Hotjar in order to better understand our user's needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our user's experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don't like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our user's behavior and their devices. This includes a devices IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

For further details, please see the 'about Hotjar' section of Hotjar's support site.

If you have any concerns

If you need further advice or guidance please contact the Data Protection Officer (DPO) Matthew Conwell by email at cpn@justicefortenants.org or by post at:

You have a right to complain to us if you think we have not complied with our obligation for handling your personal information; please contact us at cpn@justicefortenants.org

If you are not satisfied with our response you have a right to complain to the Information Commissioner's Office (ICO); you can do so here https://ico.org.uk/make-a-complaint/