Privacy notice leaseholders
Our leaseholders privacy notice explains how we use your personal information and tells you about your privacy rights and how the law protects you.
Information we collect
Some information we need to ask you for is essential – we can’t manage your lease without it. Other information is optional. However, if you choose not to tell us something we may not make the right decisions, which means we may not be able to give you the help you need.
We will ask you for the following essential information:
- personal details, for example your name and the address of your property or a correspondence address
Other information that is not essential but optional includes:
- financial information such as bank or building society details
- preferred contact details, which could be a phone number and/or email address
Why we collect this information
We collect your information for the following purposes:
- personal details so we can to identify you
- bank or building society details if you want to pay by direct debit
- preferred contact so we can get in touch with you if we have any questions
Who we might share your information with
We employ outside contractors to maintain our properties, and have data sharing agreements which strictly control how they store and use your personal information. We are allowed to do this under the Commonhold and Leasehold Reform Act 2002. We will only share your name and contact details with our external contractors. Your health and financial information is not shared with anyone.
We use external debt collection agencies to collect unpaid charges. We have data sharing agreements with these agencies. These agreements strictly control how they store and use your personal information. We are allowed to do this under the Housing Act 1985. We will only share your name, contact details and amount owed with debt collection agencies.
If you are claiming Housing Benefit we may share information with the team who manage this. We have a duty to do this under the Housing Benefit Regulations 2006.
What we do with your information
The information you provide is used for us to execute our public duty under:
- The Housing Act 1985
- The Housing Act 2004
- Commonhold and Leasehold Reform Act 2002
How long we keep your information
We will keep your name and address throughout your lease. When your lease legally ends we will keep your information for a further six years. After this it will be destroyed.
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at: https://ico.org.uk/concerns/.
You can also contact our Data Protection Officer by email at email@example.com.