General Data Protection Regulation

What are the new regulations?

As of the 25th May 2018, new regulations, called the General Data Protection Regulations (GDPR) come into force giving you more control over who owns and uses your personal information. The GDPR increases and strengthens the rights of individuals in relation to the information we hold about them. Being transparent and providing accessible information to customers about how we process their personal information is a key element of the new regulation.

As your landlord, we want to inform you of these changes and give you an insight into how we use and store your personal data, and the rights that you have. We have published a full ‘ Tenant Privacy Notice’ at the bottom of the page.

Data we have about you?

We hold and use information that is called non-sensitive data, which we usually collect as part of your tenancy. This includes your name, address, age, contact details, next of kin and people that live with you including your children.

We also hold information that is sensitive data (special category information) to provide an equal and diverse service to meet individual needs. For example we might know your ethnicity, religion, health details and sexual orientation.

Where did it come from?

The data we hold usually comes directly from you at the start of your tenancy, and is updated throughout your tenancy. Information would have been obtained through emails, phone calls and tenancy audits.

Sometimes we get information from third parties such as the police, former housing associations and local authorities.

What does United Communities use my personal data for?

When we use your data, this is called processing. We use information about you and the people who live with you for the following reasons (please note this can differ depending on your needs and the services we provide to you):

  • Fulfil your tenancy agreement
  • Assess your housing needs
  • Provide you with a good service
  • Provide you with support
  • Provide you with employment Support
  • Fulfil other legal obligations

Sharing your information

In order to provide some of the above services we share information with Home Repairs Service so that maintenance work can be carried out on your home. Sometimes we may share your information with local authorities, the police, other social landlords or support services if it is in yours or the public’s interest.

How long we keep your information?

We will try and regularly check your information to ensure that it is still up to date by visiting you or over the telephone. If you think we need to update any of your information please let us know. We will keep your information for as long as it’s relevant and for legal purposes.

Accessing your information

You can ask us to tell you what data we hold about you. Formally this is called a Subject Access Request (SAR).  In order to find out the full process please visit our website.

We must supply the information to you within 1 month but this can be extended up to 2 months depending on the complexity of information

Right to erasure

You have the right to withdraw your consent for some of your data. This means that we will have to delete it. You will need to complete a form for us to process this. For the purpose of your tenancy some information will need to be retained.

Protecting your Personal Data

We take security very seriously and store data in a secure electronic system. All paper files are also securely stored.

What do I need to do?

We encourage you to read the Privacy Notice on our website which provides a summary of what we do with the personal information of our customers in order to run our business and provide our customers with products and services.

If you have any further questions regarding GDPR please refer to the full Privacy Notice on our website. If you do not have access online please get in touch with us and we can send you a hard copy in the post. 

Telephone: 0117 942 4600

Or send an email to dataprotection@unitedcommunities.org.uk

 

Documents 

UC Tenant Privacy Notice

UC Data Protection Policy

UC Privacy Notice Leaseholders

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