We take our data protection responsibilities seriously and want to keep you informed about how we use your personal data.
We use your information to manage your tenancy agreement, to provide property maintenance services, billing and collection of rent, fraud prevention, manage complaints, instances of anti-social behaviour and safeguarding issues, conduct statutory safety checks, monitor and identify you needs for support services, facilitate tenancy transfers, respond to MP enquiries, process insurance claims, and council enquiries .
The purpose of processing your personal information is to deliver contractual obligations and is within our legitimate business interests to improve customer service, achieve our social objectives and improve living conditions for all of our customers.
We consider that the information we hold about you is what would reasonably expect us to hold based on your individual needs, this may include information obtained at pre-sign up stage, changes of your circumstances such as special needs, criminal record details, address history, anti-social behaviour information, date of birth, marriage and divorce certificates, photos, next of kin, powers of attorney, rent and arrears details, NI number, visit in pairs indication, UDC alerts, bankruptcy IVAs, injunctions, health information (occupational therapist reports and visual impairment requirements), religion, first language, household members and ages, and ethnicity.
We may collect and process your household members’ information - partly for compliance with legal obligations and partly in our legitimate business interests to know who is living in our properties and their circumstances. It enables us to fulfil our legal obligations to carry out statutory safety checks and to report safeguarding issues.
We hold this information for a period of seven years from the end of the tenancy.
At times we may be required to disclose your personal information to third parties including utility companies, local authorities, social services, debt collection agencies, benefit agencies, DWP, Pan London, Housing Moves, Homes Wapham and prospective landlords, occupational therapists, consultants, contractors, sub-contractors, Fire Authorities, Environmental Health, Local Councils, and Insurers, Rightmove, Estate Agents, Rentshield (to process previous landlord and employer checks), Mutual Exchange and Police, ClaimsControl/Alphatec, ZM insurance, AJGH insurance portal, Iron Mountain, courts, solicitors, landlords, insurance companies, insurance brokers and loss adjustors, HSE, Police, and Contractors.
During your tenancy we may collect information from your GPs, social workers, members of your family, courts, police, social services, mental health teams, neighbours, members of the public, schools, employers, the National Anti-Fraud Network and other agencies.
Your data protection rights
You have the right to ask for a copy of the personal data we hold that relates to you.
If you can show that information we hold about you is incorrect or misleading you have the right to have it corrected.
You can ask us to delete your personal data in certain circumstances, where we do not require it to meet a legal obligation. You can also request or restriction of processing so that your records are maintained beyond our usual retention period.
You have the right to object to processing on the grounds that it causes you damage or distress and the right to take away a copy of your personal data in electronic format in certain circumstances.
If you are unhappy about the way we use your personal data or the way in which we respond to your request to exercise your data protection rights, you can contact our Data Protection Officer at firstname.lastname@example.org but you also have the right to lodge a complaint with a supervisory authority, the Information Commissioner at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Southern Housing Group is registered at Fleet House, 59-61 Clerkenwell Road, London EC1M 5LA. You can contact our Data Protection Officer, Kat Worth at this address.