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Group Data Protection and Information Sharing

All information you provide or we obtain about you will be held securely on our computer systems or paper files in accordance with the principles of the Data Protection Act. These principles state that information must be:-

  1. fairly and lawfully processed
  2. processed for the purposes it was collected
  3. adequate, relevant and not excessive
  4. accurate and up to date
  5. not kept for longer than is necessary
  6. processed in line with your rights
  7. kept securely
  8. not transferred to other countries without adequate protection

Where necessary or deemed appropriate we will share, in a safe and secure manner, relevant information with our partners and selected third-parties who are working on our behalf which may include, but not be limited to:

  • maintenance contractors which may attend your property to carry out repairs or services
  • auditors assessing our business processes for best practice
  • researchers or scrutiny panels which act on our behalf to assess levels of customer satisfaction
  • organisations or educational bodies undertaking research within the social housing sector
  • and document production companies producing and/or distributing correspondence or periodicals (e.g. tenant magazines) on our behalf

Additionally, we may share information to ensure your needs are met and to meet the health and safety obligations we have as an employer when delivering our services.

Where we undertake sharing of your personal data, we will ensure through a legal agreement that the third-party also operates in accordance with the 8 principles of the Data Protection Act.

When we are legally required to do so, we will share relevant information in accordance with the exemptions defined in the Data Protection Act 1998. Examples of these are:

  • Prevention or detection of crime
  • Apprehension or prosecution of offenders
  • Assessment or collection of tax or duty owed to customs and excise
  • In connection with legal proceedings
  • In relation to the physical or mental health of an individual to protect their and other's interests
  • For research purposes
  • To comply with the law

We will NOT share or sell your data to other third-party organisations for the purposes of marketing or promotion of goods and services. However, other members of The Community Housing Group may contact you with information about other services which are relevant, similar or complement existing services which you already receive from The Group. Customers not wishing to receive these offers should contact our Customer Service Centre on Freephone 0800 169 5454.

What rights do I have to see information about me?

You have the right to request a copy of information held about you in the Company's records in accordance with your legal rights of Subject Access under the Data Protection Act 1998.

There will be some information held on our files which cannot be released to you. This will usually be

  • information about you which has been provided by a third-party (e.g. a Medical Professional, or the Police) - we will request their consent to release the information, but they have the legal right to withhold it
  • information within your files where you are not subject of the data - this may be data specifically about other household members, or a complainant in a dispute
  • where current or pending legal action is involved and as such is protected by law.

Some information released to you may be held in a format which is not suitable to release (for example your witness statements about someone else, or sound or video recordings). If these are found when assessing your file they may be summarised or transcribed.

To receive a copy of information to which you are entitled you should make a request through the Group's Subject Access Request Procedure. You can get a copy of the Subject Access Request form in PDF format or by contacting your Neighbourhood Officer or the Customer Service Centre on 0800 169 5454.

The Group reserve the right to charge a £10 fee (or the current fee as stated by the Data Protection Act) for each Subject Access Request made.

Once a request has been received and is deemed to be valid, the Company has 40 calendar days to provide the information to the Individual.

After receiving your information; If you are not happy with anything on your file or if corrections are required, you can make a request enter a comment on the file or ask for the item to be removed or updated.

Subject Access Request - Information Leaflet (PDF opens in new window)

Voluntas Customer Surveys (PDF opens in new window)

Subject Access Request Form (PDF opens in new window)