Arhag Housing Association has an obligation under GDPR (General Data Protection Regulation) to ensure that we have the necessary processes and procedures to safeguard the personal data of our residents and staff.
These new guidelines as of the 25th May 2018 will strengthen individual’s rights, ensuring that the information is recorded and used with care and consideration of the potential risks, with the appropriate safeguards in place to protect individuals.
Below you can find all the information you need to know about GDPR and our commitment to safeguarding your data.
What information do we collect and why?
We only collect information that we deem necessary to the services we provide. Most information is held for the purposes of your tenancy agreement (for example, your name, contact details and household composition). Other information is held to ensure we know who are residents are in order to provide the right service and support individuals (for example, equalities information, medical conditions, and support needs).
What do we do with your information?
Your information is stored within Arhag’s secure IT systems, and is used for a number of reasons. Primarily, to contact you regarding your tenancy (rent account and repairs), we also use your contact details to send you text messages about your tenancy and the services we have on offer. In some cases, your information will be shared with external agencies.
Who might we share your information with?
Sometimes we share personal information with other organisations to enable them to carry out their legitimate duties. We will only do this where it is necessary and in compliance with all aspects of GDPR. Requests from organisations we do not work with are made in writing and data will only be shared if it is in line with GDPR. Only in rare cases will we disclose information without written requests, for example, if the police required persons’ details where somebodies health and safety is at risk.
We will always ensure residents rights are priorities when dealing with data requests. There are a number of organisations we share your data with, such as;
How long do we keep hold of your information?
Information regarding your tenancy or the services that we provide to you will be kept on our secure IT systems for the lifetime of your tenancy agreement. Once your tenancy has come to an end, we will retain your personal information for 6 years before deletion. This allows us to contact you should it be required and deal with information requests from outside of the organisation. For example, if you are seeking a reference from a previous landlord, we will hold your data for 6 years to enable us to respond correctly.
In cases where you have given Arhag consent to hold your data, you have the right to request Arhag to remove your data from the system. You can find out how to do this below.
How can I access the information you hold about me?
You can access the information that Arhag holds on you by completing an Access Request form, this form requires you to provide proof of identification to ensure that Arhag is sharing your data with you only, if there is anyone else acting on your behalf, such as a solicitor, they must provide proof that they have permission to act on your behalf. You must also explain what data you are looking to receive, and why.
This request will be dealt with by Arhag’s Data Protection Officer, who will respond to your request within one month, if information is not provided, or further information is required, the Data Protection Officer will request this information from you in writing.
- Suppliers and service providers (repairs, gas etc.)
- Central government for housing benefits, universal credit, social services, and housing options
- All pay
An example of information collected and shared
One example of data collection we carry out is for the Ministry of Housing, Communities, and Local Government (MHCLG) via the CORE form. The chances are you completed a ‘Core form’ at your sign-up meeting. This form captures a variety of information about members of your household, your economic status, your ethnicity, your previous home, details relating to the property you have moved into. We also collect information related to property sales as part of the CORE reporting.
This information does not affect your benefits or the service you receive. The Data is used by the MHCLG to monitor housing costs, assess affordability, and develop ne policy. All information shared is anonymous and handles with care in accordance with the law.
This information is shared via a website funded by the MHCLG and is treated in accordance the law. The data is published by the MHCLG in aggregate form on an annual basis as part of a report and complementary tables. To access the annual publications on lettings click here.
CORE is the Continuous Recording of Lettings in Social Housing which has been running since 2004/05 by DCLG and now the MHCLG for local authority and private registered social housing providers, previously known as housing associations. Information for private registered providers (PRPs) has been collected by different institutions since 1989/90.
Information about the tenancy, the tenants and the property is submitted by social housing providers using CORE log forms each time there is a new letting of a social housing property.