General
Privacy of Tenants/Occupiers is important to us and we ensure that we do all that we can to safeguard it. This policy explains how we use your personal information in accordance with data the General Data Protection Regulations (EU) 2016/679 which is applicable from 25 May 2018 together with any domestic laws subsequently enacted.
Who we are
Oak Tree Friendly Society is a data controller and and is registered with the Information Commissioners Office under Registration No ZA367117.
What information is collected?
Information is collected from initial application documentation and is necessary to provide the service of letting and managing property which includes as a minimum your name, (and proof of your identity/photo ID and date of birth), postal and email addresses and contact telephone numbers. Your Guarantor’s name, postal address, telephone number and email address and if a third party is paying any deposit monies on your behalf their name, postal address and contact details will also be taken.
Information will also be collected if there is communication from you via the website or if you contact us with comments or requests.
Where there are CCTV cameras at a site, they are used for monitoring purposes and may be used for the detection and prevention of crime. They operate continuously, and recordings are usually held for a maximum period of 12 months.
From time to time we may use CCTV/sound recording and/or use photography to capture evidence of breach of tenancy, alleged anti-social behaviour or crime.
Photographs may also be used for marketing of properties and for property inspection reports. However, photographs of, or including individuals, will only be used with your consent.
We may receive information about you from third parties including:
- Local council or other government office relating to the property
- Previous landlords, property agents and/or credit agencies when you apply to rent a property
- Police, welfare or support organisation dealing with you
- Councillors, MP’s or other representatives acting on your behalf/instruction
What do we use personal information for?
Personal information is only used for the following:
- To manage and contact you relating to your tenancy and related rental matters to enable us to perform our obligations and duties to you in accordance with the terms of our contract with you.
- In order to contact you to send you any details or information in relation to your tenancy and/or the property of which you are a tenant.
- To provide relevant information to government and professional bodies to comply with the regulations relating to rental properties and compliance with the statute or rules of that organisation.
- To submit any details requested by anybody investigating a crime or to comply with contractual obligations, including where applicable tenant/credit referencing organisations and debt recovery
- Information requested by HM Revenue & Customs and/or UK Immigration Authority
- Limited personal data is shared with the local Council and utility companies as the Landlord has a legitimate interest in ensuring charging is directed to those responsible.
- Limited personal data may also be shared with our contractors who are carrying out services on our behalf and who are required to comply with the law and data processing procedures to ensure data is managed appropriately and for specified purposes, including out of hours service, emergency, responsive or planned property repairs.
Information is held in IT systems which will require back-ups, archiving and disaster-recovery options, and/or manual files securely stored. All data is held in the UK.
Information relating to a tenancy or lease agreement will be kept for as long as the agreement is active and for a maximum of 6 years thereafter.
Any data held on the website tenant portal will be removed when you are no longer a tenant.
Property information
Much of the data we use relates to our properties and their maintenance and repair, therefore, we do not consider property information used in conjunction with the property address to be your personal information.
How we communicate with you
Communication from us will usually be in writing, either letter or email, or by telephone.
Where applicable, you have the option to use the website to contact us. Further, there is a tenant portal available to allow you to view documents about your tenancy.
If you use the website to access the tenant portal to view tenancy information, it is important that you keep your password secure and do not share with any other person. The privacy of your information, as with any on-line service, depends on you keeping your account username and password details to yourself.
Use of cookies
A cookie is a small text file which is placed onto your computer (or other electronic device such as a mobile telephone or tablet) when you use the website. Cookies may be used on the website to track usage and preferences. This information is only processed in a way which does not identify you individually.
You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result. For further information on cookies, visit www.aboutcookies.org or www.allaboutcookies.org.
What we will not do
We will not send you unsolicited marketing materials.
We will not sell your personal data on to third parties.
We will not pass on your personal data to unrelated third parties unless we are allowed or required to do so by law or we have your permission to do so.
We will not transfer or store your personal data outside of Europe (the European Economic Area) outside of the control of the UK/European regulations.
Protecting your data
We take all reasonable, technical and organisation precautions to prevent loss, misuse or alteration of your personal information.
All personal information you provide is held on securely hosted servers.
Information requests
You can ask for a copy of the information we hold about you at any time (for which there may be a small fee). We will also correct any inaccuracies in your information at your request.
Your details can also be removed from the website tenant portal at any time upon request.
Changes to this Privacy Policy
If we make any changes to our Privacy Policy that affect how your data is managed, we will let you know either by email to the last known address.
Contact
If you have any queries concerning your personal information or any questions on our use of the information, please contact us as follows:
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk