Privacy Notice

Who we are

HAILIE is a volunteer-led community network dedicated to the ethical application of AI in the social housing sector. We are the Data Controller for this mailing list.

What information we collect

When you join the HAILIE mailing list, we collect:

• Your name
• Your email address
• Your role
• Your organisation
• Your interest in our workstreams

Why we collect it (and our lawful basis)

We use your information to send you HAILIE community updates, newsletters, and invitations to workshops or events. If you explicitly opt in, we will also share your contact details with our volunteer stream leads so they can invite you to specific workstream discussions.

Under UK data protection law, our lawful basis for processing this information is Consent. You give us this consent when you sign up, and you can withdraw it at any time by clicking the "unsubscribe" link at the bottom of any email we send you, or by contacting us to update your workstream preferences.

Where your data lives (Data Sharing)

HAILIE does not sell or share your data with third parties for marketing purposes.

Your data is processed in two ways:

• Technical Infrastructure: To run our mailing list, we use the technical infrastructure of Fuza Ltd, which acts as our Data Processor. Fuza Ltd hosts this data strictly to facilitate HAILIE's community activities and will never access, use, or cross-reference the HAILIE mailing list for its own commercial consultancy services or marketing.
• Stream Leads: If you tick the option to connect directly with specific workstreams, your name and email address will be shared with the designated HAILIE volunteer stream leads running those sessions. These leads are bound by HAILIE’s community guidelines to use your data only for official HAILIE workstream coordination.

When you share a document with us

Our Share a document form lets you upload a policy, DPIA, board paper, template or similar document for the community. When you do, we collect:

• Your name, work email address, organisation and (optionally) role
• The document you upload, its title, type and any description you give
• Your instructions on how HAILIE may use the document, and any conditions you attach

We use your contact details to acknowledge the submission and to ask questions about the document. We use the document only in the way you selected on the form: published with attribution, published anonymised, shared with community members only, or for HAILIE internal use only. Where you ask for anonymisation, we send you the redacted version to approve before it is shared. You can change or withdraw your permission at any time by emailing us, although copies of material already published under CC BY-SA 4.0 may remain in circulation.

Our lawful basis for processing your contact details and instructions is Consent. Please do not upload documents containing personal data about tenants, staff or other individuals. If we find personal data in a submission we will delete the document and let you know.

Form submissions and uploaded files are sent directly to a Google Drive folder and Google Sheet in a HAILIE-controlled Google account, with Google acting as our Data Processor for storage. Only HAILIE volunteers reviewing submissions have access. We hold documents for as long as they remain useful to the community under the permission you gave, and delete them when you withdraw permission or ask us to.

How long we keep your data

We will hold your data for as long as you remain subscribed to the HAILIE mailing list. If you unsubscribe, your details will be securely deleted from our active systems.

Your Rights

Under data protection law, you have the right to:

• Ask us for a copy of your personal information.
• Ask us to correct information you think is inaccurate.
• Ask us to delete your personal information (which you can do instantly by unsubscribing).

If you wish to exercise any of these rights, please contact us at: guy@housingai.org

How to complain

If you have any concerns about how we use your data, please contact us first. If you remain unhappy, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk.