Data Protection

Your data…our responsibility

At United Communities we know how important it is that we keep our customers’ data safe and use it appropriately.  We are required by law to hold and maintain your data in line with the eight principles of the Data Protection Act 1998.  These say that all personal data should be:

  • fairly and lawfully processed
  • processed only for necessary purposes
  • adequate, relevant and not excessive
  • accurate and up to date
  • not kept for longer than is necessary
  • processed in line with your rights
  • secure
  • not transferred to countries without adequate protection.

What data do we hold about you?

When you sign up to a tenancy with us we will ask you to sign a Privacy Consent Form which tells you what we might use your data for and gives us permission to do so.

We will keep the data that we need to administer our landlord/tenant relationship.  This includes, for example:

  • Name
  • Address
  • Telephone number
  • Date of birth
  • Rent and service charge payment history

The Data Protection Act gives you the right to access the information we hold about you.  If you want to do so, you can download, complete and return our Subject Access Request (SAR) form.  We must respond to SARs within 40 days and can charge a fee of up to £10 for dealing with your request.

What do we do to keep your data safe?

We always ask security questions when you phone us to make sure that we know who we are dealing with before we disclose any personal information.

We hold regular events which seek to update the information we hold about you to make sure that it is current and accurate.

We hold your data on our housing management system.  Access to the system is password protected and you have to have a user account to be able to get into the system.

We have recently scanned in most of our paper tenancy files and securely destroyed any paper work that we do not need to keep.  Access to our scanned records is password protected.

Some of our staff have hand-held devices which they use when out and about in our communities.  All of these are password protected and can be wiped remotely if they are lost or stolen.

Appointing someone else to deal with your data

You must notify us in writing if you would like to authorise someone else to access your data and act on your behalf.  Please complete and send in the Third Party Consent (TPC) form.

Still have questions?  Please contact Anna Klimczak via email annak@unitedcommunities.org.uk or call 0117 942 4600.

Documents

Subject Access Request Form

Third Party Consent Form

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