6. How We Lawfully Use Your Personal Information
6.1 To provide you with our housing services, we may have a legal[CB3] duty to confirm a person(s) has the right to reside in the country. We will need to obtain your name, contact details, date of birth, your current and previous countries of residence/citizenship, and a copy of identification documents (such as passport, home office residence papers and driving license).
6.2 We might also need health and social care information (such as physical, social or mental health information or medication) to help support our customers who have a vulnerability and/or receive a support or care service from us.
6.3 We sometimes need to gather, use and share your personal identifiable information for particular reasons, which are set out in more detail below:
To operate and administer our accommodation, housing, and related services, including managing and responding to complaints:
|
a)
|
Contact and occupation information to help us deliver our repairs, maintenance, support and housing services. For example our repairs contractors and their appointed sub-contractors.
|
|
b)
|
Contact and occupation information will be shared with the NHS either in relation to payment for accommodation or to record occupancy within the accommodation in reference to the Associations partnership with United Lincoln[CB4] shire Hospitals NHS Trust.
|
|
c)
|
Contact, lifestyle or circumstantial information and financial details may be shared with Local Authorities, such as local councils. This is shared in relation to processing applications for accommodation, council tax payment, benefits and universal credit and other necessary provisions and services.
|
|
d)
|
We share information with national government departments, ministries and regulators to gather statistical information about tenancies and allocation of properties.
|
|
e)
|
Contact, lifestyle and circumstantial information, financial information and other information may be shared with law enforcement agencies, such as the police and probation service, to report and manage reports of criminal activity, anti-social behavior and other criminal activities.
|
|
f)
|
We will share any information required with legal service providers, courts and judicial bodies, in order to establish cases relating to breaches of contracts such as tenancy agreements, leases, etc. or to provide advice on legal matters and proceedings.
|
|
g)
|
We record telephone calls, web chats and other contact for training and monitoring purposes with staff, as well as to answer queries or discrepancies.
|
|
h)
|
We share data with our Group parent company (Progress Housing Group) to provide related and linked services.
|
|
i)
|
We engage with IT Service providers to sometimes process data and to also support the computer systems that hold and process your information.
|
We use your personal identifiable information in this way because it is necessary to meet the conditions set out in the contract/agreement with you and/or to meet our legal or regulatory obligations.
To administer payments to and from your accounts or other agencies (e.g. a Locum agency):
|
a)
|
Identification, contact and financial information will be shared with our payment service provider to take payments for rent
|
|
b)
|
Contact and occupation information with benefit agencies and financial advisors who help us to process payments to your account(s).
|
|
c)
|
We may pass on personal contact information to credit reference agencies to initiate contact with yourself and carry out a credit check for us.
|
|
d)
|
To prevent financial crime including money laundering, benefit fraud or illegal subletting.
|
|
e)
|
To support us in the collection of debts and payments.
|
|
f)
|
To provide online or telephone payment services.
|
|
g)
|
To manage Direct Debit payments.
|
We use your personal identifiable information in this way because it is necessary to meet the conditions set out in the contract/agreement with you and/or to meet our legal and regulatory obligations.
To carry out our duties under health and safety and to support our vulnerable people;
|
a)
|
Vulnerability indicators with contractors and sub-contractors to ensure services are tailored to meet your needs.
|
|
b)
|
Caution indicators may be shared with contractors and sub-contractors to ensure health and safety measures are in place. We will have informed you of this indicator and when it will be applied and for how long, for example: A warning marker will be applied when an incident has occurred which results in a threat being made by you to a member of staff or contractor team.
|
|
c)
|
In handling accident and insurance claims.
|
|
d)
|
In handling legal proceedings arising from claims.
|
|
e)
|
In handling reports to government bodies and regulators.
|
We use your personal and special identifiable information in this way because it is necessary to meet the conditions set out to meet our legal and regulatory obligations in relation to health and safety.
To carry out research and analysis to develop and improve our housing, support, care and products and services;
- your contact details and the payment details that you have provided to us; and
- your location data to enable us to verify locations at which payments are made for fraud prevention purposes.
We may give this information to our third party payment providers to process the payment to you.
|
a)
|
We may share contact details and demographic information with research providers who may contact you to gather feedback and information on our behalf. This is for our use to assess the services we provide and measure customer satisfaction. Research data we receive is anonymised.
|
