Privacy

Privacy Notice

ABC Southwark is a Housing Co-operative registered with the Information Commissioner's Office as a Data Controller under Registration Number ZA330173.

Under the Data Protection Act 2018 (DPA), and the EU General Data Protection Regulation (GDPR) ABC has a legal duty to protect any personal information we hold about you.

Information we collect, hold and process

ABC may collect, store and process personal data about you, the people you live with, and others named as contacts. The following types of data are collected for people you live with and contacts: name, address, date of birth, gender, family relationship, email address and phone number(s).

We also collect some special categories of data such as ethnicity for equal opportunities monitoring.

Why we need it

This information is needed so that we can manage your tenancy and the property it relates to. In other words our lawful basis for having and using your data is fulfilment of your tenancy contract.

How we store it

ABC stores data on its computer and in paper filing systems. Access to paper files is protected by physical locks. Computer files are encrypted and backed up to local and remote locations where they are also encrypted. We also use Dropbox and Google Apps, both of which are certified as GDPR compliant. Remote backups are currently stored in the United States with a provider which complies with the principles of the EU-US Privacy Shield.

How we share it

To meet our obligations as a housing agent, we may need to share some types of data with the following third parties :

• Your landlord Housing Association (Hexagon or Optivo) so that we can manage your housing effectively.

• Contractors carrying out maintenance or repairs so your property is properly maintained and meets health and safety standards.

• The local authority (including the Housing Benefit office) so that we can verify information you provide.

• The Department for Work and Pensions (DWP) so that we can verify information you provide.

• The Ministry of Housing, Communities and Local Government, to the CORE system for continuous recording of new lettings in social housing in England - in anonymised form (that is, without giving your name).

• Social services for the purpose of child protection.

• The Police to assist in solving crime and investigating Anti-Social Behaviour.

• Other housing managers or their agents so that we can manage your housing effectively.

How long we keep it

All personal data is kept for up to 6 years after the end of the tenancy or other contract.

Your rights

You have the right at any time to ask for a copy of the information we hold free of charge. You also have the right to

• ask for mistakes or gaps in the information we hold to be corrected

• ask for information not to be used in some circumstances

• withdraw previously given consent to processing in some circumstances

• ask for information held by ABC which is no longer needed to be deleted

To make a request, please contact the ABC Office:

office@abchousing.co.uk

18A William Blake House, 22 Elm Grove, London SE15 5DE

You will need to provide proof of your identity. We will take no longer than a month to respond to your request.

Complaints

If you are unhappy with the way your personal information is being processed you have the right to complain to ABC at the above address. If you are not satisfied with the way your complaint is dealt with, you have the right to complain to the Information Commissioner's Office (ICO) at the following address:

Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Telephone 0303 123 1113 or email: https://ico.org.uk/global/contact-us/email/

Changes to this notice

We regularly review this Privacy Notice and will update it when required.

It was last updated on: 25 May 2018