C~urb PSL Tenants privacy notice

To allow us to provide the service you would expect from us, we process the following information about you:

• name
• address
• telephone number
• e-mail address
• National insurance number
• Next of kin
• Racial or ethnic origin
• Disability and health information which may affect your tenancy
• Identification documents, such as; passport, driving licence and birth certificate

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 or expect from us
• to enable us to respond to your repair request, housing application and complaints made
• to analyse what we collect so that we can administer, support and improve 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
• for all other purposes consistent with the proper performance of our operations and business
• to contact you for your views on our services.

We store all data relating to your tenancy on a secure housing management system and electronic document management system.

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.

To view how long we keep your personal data, please visit our retention schedule here.

We will process your personal data under the contractual obligations set out in your lease and any special categories of personal data with your explicit consent.

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 contractors and the owner of the property to instruct repairs
• Housing management computer system provider

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
• Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour
• Reports from City of Edinburgh Council departments

If your details change, please contact the Private Sector Leasing team on 0330 303 0087 to inform us to ensure that all of the information we hold about you is up to date.

You can contact our Data Protection Officer at datamanagement@linkhaltd.co.uk or by post to Link House, 2c New Mart Road, Edinburgh EH14 14L. 

You have the right to ask us for copies of your personal information. 

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

You have the right to ask us to erase your personal information in certain circumstances. 

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

You have the   right to object to the processing of your personal information in certain circumstances . However, if Horizon can demonstrate that there is a compelling reason to process such personal data then we may refuse to stop processing your personal data

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.