Purpose and lawful basis
We want to ensure that your time living in your Guinness home is enjoyable and that we can provide a great service to you.
In order for us to do this, the information you provide to us throughout the course of your tenancy will be used so that we can provide the right services to you – under the obligations of our contract with you.
Where we collect special category information such as your health, race or religion, our lawful basis will depend on the exact contact we are having with you. Our primary basis would be under Article 9 (b) of the UK GDPR and Schedule 1 Part 1 (1) of the Data Protection Act 2018 in order to assist associated risks relating to your health and housing.
What we need?
Throughout your tenancy we will collect information given to us by yourself, be it through any online or written forms that you submit to us, any correspondence between you and us, and any information that is provided to us over the phone.
In order to deliver our services to you we will need to use some sensitive information such as your health or racial data. This will be used to ensure your needs are met and to protect you and our staff.
Sometimes we will need to collect extra information from other agencies such as the police or social services. The extent of this information will depend on the current circumstances of our involvement with you.
Why we need to use it?
Throughout your tenancy you may contact us for a variety of tenancy related issues e.g. any neighbourhood issues or to order a parking permit. We need to use your information to answer your enquiries, direct them to the relevant teams to process and be able to provide our services to you.
We may also need to work with other agencies to resolve issues involving you and your tenancy. We will always share or collect the minimum amount required and always within the confines of the law.
How long we keep it?
We will retain the information we collect and gather throughout your tenancy for a period of 6 years once your tenancy has ended.
You have the right to access your personal data held in your application file by us. (Access)
You also have the right to have inaccurate data corrected and incomplete data completed. (Rectification)
You have the right to request us to pause the use of your data only if you have contested the accuracy whilst we verify your application or to stop it’s deletion in the case of a legal claim. (Restriction)
You have the right to receive, or have transferred to another organisation, information you have provided to us in a re-usable electronic format. (Data Portability).
Who we share the information with?
We don’t use contractors in order to manage your general tenancy needs.
However, we may be required to work with other agencies in order to resolve the issues that have been raised against your tenancy.
We have some properties managed by other housing providers or managing agents whom we will also need to share your information with.
When carrying out inspections, we use a company called iAuditor. They are a global company so some of your information may be stored outside of the European Economic Area.
We have ensured that they have a level of protection ensured to your personal data as if it still resides within the UK.