Confidence Policy

HABITER

Property Solutions

It is the policy of abiter Property Solutions (HPS) to ensure, that all staff are made aware of their obligations and duties

in terms of confidentiality issues in respect of:

1. Tenants

2. Clients – the purchaser of the company service

3. Information belonging to (HPS)

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Habiter Property Solutions (HPS) Confidentiality Policy

HPS requires all staff to comply with the confidentiality policy of our company, the confidentiality Policies and Procedures of Clients and also that of it Tenants. This undertaking also encompasses the provisions and principles within the Data Protection Act 1984 and 1988, which concerns the protection of personal information. HPS operates systems to ensure security of information to the highest standards. This includes information held concerning Staff, Clients and Tenants.

In summary you must treat information about tenants and clients as confidential and use it only for the purposes for which it was given. You must protect this information from improper disclosure at all times.

Written information must be stored in a confidential place.

HPS staff must not disclose to any person (other than a person authorised by HPS, the Tenant or the Client) any information acquired by them in connection with the work they undertake.

This will include confidential information and other privileged information from HPS and its clients or tenants.

Code of Professional Conduct

As an HPS member of staff you must protect confidential information.

You must treat information about tenants and clients as confidential and use it only for the purposes for which it was given. As it is impractical to obtain consent every time you need to share information with others, you should

ensure that tenants and clients understand that some information may be made available to other members of the team involved in the delivery of service. You must guard against breaches of confidentiality by protecting information from improper disclosure at all times.

You should seek tenants’ and clients’ wishes with regard to the sharing of information with others. When a tenant or client is considered incapable of giving permission, you should consult relevant colleagues.

If you are required to disclose information outside the HPS team that will have personal consequences for tenants or clients, you must obtain their consent. If the tenant or client withholds consent, or if consent cannot be obtained for whatever reason, disclosures may only be made where:

• they can be justified in the public interest (usually where disclosure is essential to protect the tenant or client or someone else from the risk of significant harm)
• they are required by law or by order of a court.

Where there is an issue of child protection, you must act at all times in accordance with national and local policies.

Computer Access within Habiter Property Solutions

As an HPS member of staff you may be given access to certain computer systems and certain programs and data within those systems. You must not attempt alone, or in concert with others, to gain access to data or programs

to which authorisation has not been given.

When using any HPS computer systems you must:

• Observe the computer security instructions in respect of the proper use and protection of any password used in connection with such computer systems and if there is a need to use or insert into any computer any floppy disk, CD ROM disk, removable hard drive or any other device for the storage and transfer of data or programs;

• Not load any program into any computer via disk, typing, electronic data transfer or any other means without prior consent from your Line Manager;

• Not access any other computer or information service (including, without limitation, the internet) except with specific prior authority from your Line Manager;

• Not download any files or connect any piece of computer equipment to any network or other item of computer equipment except with the prior authority of your Line Manager.