To allow us to manage your tenancy and provide the service you would expect from us, we process the following information about you:
- title and full name
- address
- date of birth, gender and age
- previous address
- telephone number
- e-mail address
- tenancy reference number
- national insurance number
- emergency name and contact details
- household member details, including full name, relationship to tenant and date of birth
- information about your employment status, financial and welfare information
- your banking details if you pay by Direct Debit
- ethnic origin
- religion
- sexual Orientation
- disability Information
- medical information
We need your information and will use your information:
- to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you and managing your tenancy, including but not limited to responding to your repair requests, housing applications, investigating complaints made and for the purposes of processing your housing benefit/universal credit applications or payments, rent payments and debt recovery.
- to enable us to supply you with the services and information which you have requested or expect from us
- to improve our understanding of our customers and their needs
- to monitor and keep records of our communications with you and our staff
- to administer, support and improve the operating of our business and the services we offer
- to contact you in order to send you details of any changes to our services which may affect you
- keeping our records up to date and accurate
- to contact you for your views on our
- to carry out pre-tenancy checks
- for all other purposes consistent with the proper performance of our operations, business and regulatory requirements
Your data is stored electronically on a variety of secure IT systems, databases and filing systems on computers and other devices which are password protected and encrypted. Paper files are stored in locked cabinets
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
We will generally keep your information for the following minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained. At the end of tenancy where money is owed on the account or where legal action has been initiated in relation to ASB issues the information relating to this will be held for a period not exceeding 5 years after the end of the tenancy.
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Document Type
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Retention Period
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Tenancy Agreement
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Duration of your tenancy
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Household/ contact details
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Duration of your tenancy
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Complaints correspondence
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Duration of your tenancy
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Equalities information
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Duration of your tenancy
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Tenancy support plans
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Duration of your tenancy
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Arrears correspondence, financial and welfare information
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Duration of your tenancy
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Disability information
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Duration of your tenancy
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Medical information
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Duration of your tenancy
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Customer contacts
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Duration of your tenancy
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Information from customer surveys
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The basic history of who held a tenancy at which property and when will be retained indefinitely.
Our full retention schedule is available here
We rely on the following legal basis to use your personal data:
- Where it is needed to undertake and perform our legal obligations and duties to you in accordance with the terms of our contract with you and managing your tenancy and to enable us to supply you with the services and information which you have requested or expect from
- Where it is in our legitimate interests to do so in terms of managing your tenancy and relating to that such as updating your records and tracing your whereabouts for the recovery of
- To follow guidance and recommended best practice of government and regulatory
- With your consent or explicit consent for some of our processing of special categories of personal data such as about your health and equalities information or some criminal records information.
- For a public interest such as for some of our processing of your special categories of personal data such as about your health, criminal records information or if you are a vulnerable
The information you provide to us will be treated by us as confidential.
We may disclose your information to third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
- repairs and maintenance contractors
- housing management system providers
- survey contractors
- legal representatives and sheriff officers
- DWP & Housing benefit departments
- local elected Councillors', MPs and MSPs
- Local Authority Health and Social Partnership agencies
- Local Authority electoral registration, assessment and valuation departments
- Police Scotland & Courts
- Public Utilities
We may receive the following information from third parties:
- Benefits information, including awards of Housing Benefit/Universal Credit Payments made by you to us
- Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from Police Scotland, the courts, legal representatives and sheriff
- Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour Communications regarding your tenancy and on your behalf, from local elected Councillors, MPs and MSPs and local authority Health and Social Care Partnership agencies
If your details change, please contact a member of the Larkfield team on 01475 630930 to inform us to ensure that all of the information we hold about you is up to date.
