Housing Management Privacy Notice

To allow us to manage your tenancy and provide the service you would expect from us, we process the following information about you:

•  title and full name 
• address
• date of birth, gender and age
• previous address
• telephone number
• e-mail address
• tenancy reference number
• national insurance number
• emergency name and contact details
• household member details, including full name, relationship to tenant and date of birth
• information about your employment status, financial and welfare information
• your banking details if you pay by Direct Debit
• ethnic origin
• religion
• sexual Orientation
• disability Information
• medical information

We need your information and will use your information:

•  to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you and managing your tenancy, including but not limited to responding to your repair requests, housing applications, investigating complaints made and for the purposes of processing your housing benefit/universal credit applications or payments, rent payments and debt recovery.
• to enable us to supply you with the services and information which you have requested or expect from us
• to improve our understanding of our customers and their needs
• to monitor and keep records of our communications with you and our staff
• to administer, support and improve the operating of our business and the services we offer
• to contact you in order to send you details of any changes to our services which may affect you
• keeping our records up to date and accurate
• to contact you for your views on our
• to carry out pre-tenancy checks
• for all other purposes consistent with the proper performance of our operations, business and regulatory requirements

Your data is stored electronically on a variety of secure IT systems, databases and filing systems on computers and other devices which are password protected and encrypted. Paper files are stored in locked cabinets

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

To view how long we keep your personal data, please visit our retention schedule here.

 

We rely on the following legal basis to use your personal data:

1.  Where it is needed to undertake and perform our legal obligations and duties to you in accordance with our continued authority to act as your factor in relation to the maintenance of common areas within the Larkfield estate and as set out within Clause Nine of your Deed of Conditions and to enable us to supply you with the services and information which you have requested or expect from
2. Where it is in our legitimate interests to do so in terms of providing land management services for the maintenance of common areas of land within the Larkfield estate, managing and relating to that such as updating your records and tracing your whereabouts for the recovery of
3. To follow guidance and recommended best practice of government and regulatory
4. For a public interest such as for some of our processing of your special categories of personal data such as about your health, if you are a vulnerable customer.

We will share your personal data with Pure Gym to allow your membership to be set up.   

We will receive information from Pure Gym about whether the membership remains active.   

If your details change, please contact a member of the Larkfield team on 01475 630930 to inform us to ensure that all of the information we hold about you is up to date.