Privacy Policy

Personal Data Privacy Notice

For a full copy of our data privacy notice, please click here

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who are we?

Granville Community Homes Ltd at 17 St. Peters Place, Fleetwood, England, FY7 6EB, take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner and we are the data controller of any personal data that you provide to us. 

Our Data Protection Officer is Amanda O’Donnell.

Any questions relating to this notice and our privacy practices should be sent to info@granvillecommunityhomes.co.uk 

How we collect information from you and what information I collect

We collect information about you:

· From your application/referral for accommodation

We collect the following information about you: 

· Prospective licensees, email address, date of birth, address (including any previous addresses, relationship to other prospective licensees.

· Licensee name, email address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, the name of friends that you are staying with (if applicable); 

· Property address; term, rent, deposit, utility and service responsibilities; 

· Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and

· Any welfare benefits that you may be eligible for, or are currently on. 

· Risk assessment information; previous or current convictions.

· Any details of agencies you are working with i.e.; probation, counselling services, drug & alcohol services.

Why we need this information about you and how it will be used 

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;

· to enable us to supply you with the services and information which you have requested;

· to help you to manage your tenancy;

· to carry out due diligence on any prospective licensee, including whether there is any money judgements against them, or any history of bankruptcy or insolvency; 

· to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

· to contact you in order to send you details of any changes to our suppliers which may affect you; and

· for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

· If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;

· To carry out due diligence on you as a prospective Licensee, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;

· If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective licensee, or to determine if they have a history of bankruptcy or insolvency; 

· Providing contractors with contact details for property access.

· If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and

· In the creation, renewal or termination of the License, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

· To discuss any matters with agencies you are working alongside outside of Granville Community Homes Limited.

· To assist you in finding accommodation when support is no longer required.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe. 

· All hardcopy paperwork is kept in a secure lockable filing cabinet which limited persons have access to.

· All archive files are kept in a secure lockable storage room which limited persons have access to.

· All electronic paperwork is stored on person computer systems with limited password protected access.

How long we will keep your information

We review 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 7 years (we may be legally required to hold some types of information), or as set out in any relevant contract I have with you.

Your Rights

You have the right at any time to:

· ask for a copy of the information about you held by us in our records;

· require us to correct any inaccuracies in your information; 

· make a request to us to delete what personal data of yours we hold; and

· object to receiving any marketing communications from us. 

If you would like to exercise any of your rights above please contact us at info@granvillecommunityhomes.co.uk 

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:

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk 

The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.