Privacy Notice Arbour Housing

Arbour Housing Limited is a Registered Social Landlord and is registered with the Information Commissioner’s Office as a Data Controller under the General Data Protection Regulations 2018.

This privacy policy explains what personal information we hold about you and how we use any personal information we collect about you when you use any of our services or when you visit our website.

What information do we collect?

What Information do we collect Why we collect this information
Name, gender, ethnicity, household details, contact details, community
affiliation		 Maintain records of you as our customer/employee

Keep in touch with you about repairs,
rents & give you information

To deliver a service you have requested

Equal Opportunities
Proof of Identity e.g. driving licence

National Insurance Number

 Confirmation of Identity
Prevention of Tenancy Fraud
Payment of benefits
Bank Account

Bank Account & Direct Debits
Universal Credit/Housing Benefit Claim
Claim
Rent payments
Rent arrears records
Notice Seeking Possession

 Payroll purposes

Maintaining rent account to ensure regular payments

To try and make sure you don’t fall into arrears and to help if you do
Physical / Mental health or mobility issues

Health history

Contact details of next of kin, carer and / or Doctor

 To assist in providing you with any support you might need or to signpost you to apply for other benefits you may be entitled to including adaptations to your home

To work jointly with other agencies to help you
Information relating to legal cases e.g. rent arrears Maintaining appropriate records
Information on Anti-Social Behaviour

Acceptable Behaviour
Contracts

 To deal effectively with reported incidents of Anti-Social Behaviour
CCTV For safety and crime reduction.
Complaints/Enquiries from you or made on your behalf To deal with your enquiries or complaints

We collect information about you when:

  • You complete a housing application form and specify an area/s where we provide accommodation
  • You accept an offer of accommodation
  • You request any of our services
  • You voluntarily complete our customer surveys
  • You provide feedback or make a complaint
  • You make an application for employment and become a member of staff
  • You make an application and become a Board member
  • We also process personal information using CCTV systems and we monitor and collect visual images for:
  • Security reasons
  • The prevention and detection of crime
  • Staff safety and monitoring purposes

From time to time we may also be provided with information about you from statutory bodies such as NIHE, Land and Property Services (LPS), Social Security Office and Social Services Department in the relevant Health and Social Care Trust, the Department for Communities and the PSNI.

We use your personal information to:

  • Enable us to provide you with accommodation and to communicate with you in order to provide services which meet your needs.
  • Ensure that we meet all our legal and responsibilities.
  • Help with crime prevention and the prosecution of offenders.
  • To protect individuals from harm.
  • Carry out research and to provide anonymised information to help improve our services and direct funds to the most appropriate areas.
  • Assess your suitability for a job vacancy or to assess your suitability to become a Board member.

Sharing your information
We may sometimes need to share the personal information we process with other organisations where it is necessary to fulfil a contract, or where we need to ensure that the correct amount of benefit entitlement is being received such as with the NIHE, Social Security Office and LPS or where we are legally required to do so. Where this is necessary we are required to comply with all aspects of General Data Protection Regulation (GDPR).
We will not share your information with third parties for marketing purposes.

Transferring Information Overseas
We do not transfer any personal information outside of the EEA.

For how long do we store information?
Any information we collect is stored using guidance issued by relevant bodies. Full details of this are included in our Retention Policy and is available on request.

Rights of access, correction, erasure, and restriction

It is important that the personal data we hold about you is accurate and current. Should your personal information change, it is your duty to notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights or lodge a complaint with a supervisory authority, please email our data protection point of contact info@southulsterhousing.org.

GDPR Consent
Where information was provided on the basis of consent, you have the right to withdraw consent for the use of your information at any time. However, this may affect the service that we are able to provide. If you believe that the information we hold on you is incorrect then you should notify us and we will arrange to have the information corrected within one month of your notification. We will also tell anyone else to whom we have provided this information.

What we would also like to do with the data
We may wish to contact you to take part in some independent research or to provide you with specific advice around future services. You have the right to stop us from contacting you for research purposes. If you no longer wish to be contacted for research purposes, please contact us.

How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you:

By email:
hello@arbourhousing.org

By letter:
Arbour Housing
18-22 Carleton Street
Portadown
Co Armagh
BT62 3EN

By Telephone:
028 38 339 795