Privacy Policy

The Data Protection Act

Under the Data Protection Act, we have a legal duty to protect any
information we collect from you. We use leading technologies and encryption
software to safeguard your data, and keep strict standards to prevent any
unauthorised access to it. We recognise however that this medium can never be
fully secure and you should be aware of this when you use the site. We may pass
on your details to any third party or government department provided that we
act in a fair and lawful manner.

What kind of information do we collect?

We collect three kinds of information from visitors to www.viridianhousing.org.uk: details collected through forms filled in
when you apply for services; surveys and polls about the website and our
services; and site usage information, from session cookies and log files.

Requests for services

You can apply on-line for some services by filling in our online forms, such
as reporting a repair or applying for a job.

Voting Polls

We sometimes have voting polls to find out what people think of our website or
other services. We use this statistical information to improve our services. To
take part in these polls you only need to tick a voting box. Your personal
details are not needed for this.

Site usage information

1. Session cookies

Cookies are pieces of data created when you visit a website. The cookies our
site uses are “session cookies”, which means that your ‘preferences’, such as
your choice of text size, are stored temporarily while you move around the
site. You can set your computer not to accept cookies. However if you do this,
you will not be able to use www.viridianhousing.org.uk because we need to
record your preferences in order to give you the information you need during
your visit.

Session cookies are automatically deleted when you leave the site. They do
not contain any personal information about you and do not hold any information
about which sites you visited before www..viridianhousing.org.uk

2. Log files

Log files allow us to record visitors use of the site. We keep log file
information collected from all our visitors, which we use to make changes to
the layout of the site and to the information in it, based on the way that
visitors move around it.

Log files do not contain any personal information or information about which
other sites you have visited.

What happens when I link to another site?

www.viridianhousing.org.uk
has links to other websites, both those of government departments and other
organisations. This privacy policy applies only to our site, so you should
always be aware when you are moving to another site and read the privacy
statement of any site which collects personal information.

Changes to this privacy policy

If this privacy policy changes in any way, we will place an updated version on
this page. Regularly reviewing this page ensures you are always aware of what
information we collect, how we use it and under what circumstances we will
share it with other parties.

If you wish to see our records of any correspondence you have sent us
through the website, or if you have a query or complaint about this privacy
policy or about the site, you can contact us by email webmaster@viridianhousing.org.uk.

How we use your information

This privacy notice tells you what to expect when this website collects
personal information. It applies to information we collect about visitors to
this website, and those who log in to this website.

When someone visits this website we collect standard internet log
information and details of visitor behaviour patterns. We do this to find out
things such as the number of visitors to the various parts of the site. We
collect this information in a way which does not identify anyone. We do not
make any attempt to find out the identities of those visiting this website.

Where we do collect personally identifiable information through our website,
for example our ‘My Viridian’ login area, we are up front about this. We will
always make it clear when we collect personal information and will explain what
we intend to do with it.

Fraud detection

Any personal data disclosed on the Viridian website, on the ‘My Viridian’
login area, or in any other way provided to us on-line or not, may be disclosed
for the purpose of preventing and detecting fraud. We reserve the right to
share any submitted data with the Audit Commission and other third parties for
this purpose.

The data collected will be used for the purpose of data matching. This
involves comparing the data we hold on you with that held by third parties
solely for the purpose of detecting and preventing fraud. Your data will not be
matched or shared for any other purpose. We might also use your data to further
investigate fraud that we think might have been committed. This involves
checking with various third parties, such as the Land Registry, banks, schools
and utility companies.

The use of data by the Audit Commission in a data matching exercise is
carried out with statutory authority under its powers in Part 2A of the Audit
Commission Act 1998. It does not require the consent of the individuals
concerned under the Data Protection Act 1998.

Use of cookies

Cookies are small text files that are placed on your computer by websites
that you visit. They are widely used in order to make websites work, or work
more efficiently, as well as to provide information to the owners of the
site.

The table below explains the cookies we use and why. Each cookie is listed
by name, along with the following information:

Cookie Name
Cookie name note, if required
What is it for?
A brief description of what the cookie is used for.
How long does it last?
A cookie can either be deleted after a predetermined timespan, or as
soon as the user’s session ends. A session is deemed as ending when the
user closes his or her browser.
What’s the implication for site behaviour?
How would the site visitor’s experience change in the absence of this
cookie?

Where X is the ID of a page that has page-level authentication opt-in
enabled. Where X is either “S” or “M” and where Y is the name of a field on a
form Where X is the name of a metadata search page, and Y is the unique ID of
the current user.

Where XX is the unique id of a web form survey page on your website.

Cookie name What is it for? How long does it last? What’s the implication for site behaviour?
_utma
_utmb
_utmc
_utmz
These cookies are used to collect information about how
visitors use our site, using a service called Google Analytics. We
use the information to compile reports and to help us improve the
site. The cookies collect information in an anonymous form,
including the number of visitors to the site, where vistors have
come to the site from and the pages they visited.
Session, 30 minutes, 6 months or 2 years, depending on the
cookie name
Without this, we will not be able to track the number of
visitors to different parts of the website.
0-AuthenticationToken A random selection of letters and numbers agreed by prior calls
between a third-party authentication system and the Viridian
website to allow single-sign-on between different systems when
configured.
Session. Without this, the current user cannot be identified on the
website, so signing in, purchasing items, My Profile, polls, and
all other personalised sections of the site will stop working. This
cookie is essential when a user signs in.
0-AuthSession-X Contains the value “1” if a user has opted-in to access a page
with page-level session opt-in enabled.
Session. Without this cookie, page-level opt-in will not function.
0-Cubik.Forms.DefaultValue.X.Y Contains a value that will be shown as the default value in a
question on a form. Allows third-party code to set form
defaults.
Session. If this cookie is not used, then default values cannot be set
by any third-party system that is setting default values on forms
in your site.
0-MetaDataSearch_X_Y Contains the term that the user used to perform a metadata
document search.
Session. Without this cookie, document metadata searches will not work
properly on the site.
0-ReadSearchDefinition The word “True” to record that the user needs to see the User
Search form when on User Administration parts of the site. The word
“False” is used to tell the system to hide the search form.
Session. The user experience when searching for users is much
degraded.
0-SessionID Used to track the user’s settings for their current browsing
session. Typical content: randomly generated letters and text.
Nothing in this cookie can be used to access a user’s private
information.
Session. Many site functions require this value.
0-sessionStartTime Holds the date and time that the current session started and is
used by the pop-up survey function to display a survey a set number
of minutes following the user arriving at the site.
Session. If not used, then the pop-up survey feature will not
function.
0-ShoppingBasketID A 32-digit randomly-generated number that identifies the
shopping basket of the current customer.
Session. Without this cookie, the user’s shopping basket will not be
able to hold the contents of the user’s basket.
0-SortDirection Contains whether the search column is being sorted in
“ASC”ending or “DESC”ending order.
Session. No. Although without it, the sort order of search columns will
not be remembered and this function will not work.
0-SortExpression Contains the name of the column on the User Search Results part
of User Administration that is being used to sort the search
results.
Session. Without this cookie, the User Search Results table will not be
sortable.
0-ssi A unique identifier to determine the current user of the
website, randomly generated when the user signs in.
Session. Without this cookie, then certain user functions will not
work.
0-UserCanModifySite The word “True” if the current user is allowed to modify the
site.
Session. Certain functionality is turned on or off based on this
value.
0-UsernameAlias Contains an alias name used by a user on the discussion
forums.
Session. If you use the alias function of the discussion forums, then it
is needed.
1-SessionID Used to track whether the user is signed in. Typical content:
randomly generated letters and text.
Session. Without this cookie, then certain user functions will not
work.
CMSAUTHTOKEN When you access the site, this cookie is set and is fundamental
to site use.
Session. Without this cookie, the site will not work.
CurrentLayout A single-digit number that represents the current ‘viewing
option’ being used by the website visitor.
Session. If you want your users to be able to use the Viewing Options
accessibility features of your site, then it is needed.
ebdsFormAuthentication Encrypted value that identifies the current authenticated user
within the system.
Session. Without this cookie, then certain user functions will not
work.
FormSubmission-{XXXXXXXX-XXXX-XXXX-XXXX-XXXXXXXXXXXX} Where XX
is the uniqie id of a web form page on your website.
Name only (holds no value) if a form has been set up to only
allow a single submission, this cookie remembers that the user has
submitted the form.
5 years. If you want to use the ‘single submission only’ feature of the
Web Form template, then it is needed.
ForumDisplayMode The word “Threaded” or “Flat” to determine the format that the
user has selected to view discussion forums in.
1 year. Without this cookie, the display choice of the user will not be
remembered.
username_XXXXXXXX-XXXX-XXXX-XXXX-XXXXXXXXXXXXWhere XX is the
unique identification number of a website.
Used to remember a user’s username if the user selects the
‘Remember my Username’ box on the sign in screen of a site.
1 year. Without this cookie, the ‘remember my username’ feature will
not work.
WebPoll-XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Where XX is the unique
ID of a poll on your website.
Name only (holds no value) if the user has voted on a
poll.
On the date entered by the author as the end date of the
poll.
Without this cookie, non-signed-in users will be able to vote
multiple times on a poll.
X-UserSearchDefinitionWhere X is a single digit number from 0
to 9.
Contains information entered by the user on the User
Administration user search page. This allows the user to navigate
elsewhere on the site and to return to the correct user search
results.
Session. Without this cookie, the search results will not be shown when
the user returns to the search form.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Visited The word “true” to record that the user has completed a pop-up
survey and to ensure that the survey does not get redisplayed to
the user.
100 years. Without this cookie, the popup survey will not be able to
remember that it has been shown, and will continue to be shown to
the user.

 

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