Fair Processing Notice for our tenants

How we use the personal information from your tenancy application

Fair Processing Notice for our tenants

Reference to Longhurst Group Limited (“Longhust Group”, “we” or “us”) means Longhurst Group. The information you provide on your tenancy application will be processed in accordance with Longhurst Group’s Privacy Statement which can be found at: longhurst-group.org.uk/dataprotection.

 Read our Fair Processing Notice in full

 Contact us if you would like a paper copy of our Fair Processing Notice


Data Controller

Longhurst Group is the data controller for the purpose of your application. Our data protection officer can be contacted at data.protection@longhurst-group.org.uk or by writing to Leverett House, Gilbert Drive, Endeavour Park, Boston, Lincs PE21 7TQ.

Please see our Privacy Statement for more details.


Purpose of the Processing

We will use the details provided by you in this application to assess your application for a tenancy with Longhurst Group and to assess your ability to meet the costs of sustaining the tenancy. We will also use the information to support our housing management services which will include but is not limited to rent collection, repairing and maintaining your home, estate management and prevention or investigation of anti-social behaviour. Below, you will see the categories of data we process about you, along with the relevant purpose and lawful basis.

Category/Special Category of Personal Data

Purpose of processing

Lawful Basis for processing Personal Data/Condition for processing Special Categories of Personal Data

  • Contact details
  • Date of birth
  • Identification
  • Photographs
  • Immigration status information

To allow us to check your identity and to confirm your immigration status and to contact you with any queries we may have concerning your application and future tenancy.

To comply with a legal obligation and for the purpose of performing our contract with you.

 
  • Accommodation and housing history (to include mortgage and rent payment information)

To allow us to check your credit history and assess your eligibility.

For the purpose of performing our contract with you.

  • Family / lifestyle / social circumstances

To allow us to understand your requirements and lifestyle so we can tailor our services to you.

For the purpose of performing our contract with you.

  • Employment status

To help us make an assessment of your ability to pay your rent and cover other financial outgoings related to holding a tenancy.

To help us make an assessment of your ability to pay your rent and cover other financial outgoings related to holding a tenancy.

  • Occupant contact details

To ensure we can cater for all prospective occupants and their needs.

For the purpose of performing our contract with you.

  • Next of kin contact details

To allow us to contact your next of kin in the case of an emergency.

Necessary for our legitimate interests (in the event of an emergency where it is necessary to contact a tenant’s emergency contact).

  • Power of Attorney information

To assist in managing your application and future tenancy.

For the purpose of performing our contract with you.

  • Health/disability information

To support our housing, care and support functions and vulnerable customers.

For the purpose of performing our contract with you and for which we have your explicit consent.

  • Race
  • Ethnic Origin
  • Religion
  • Sexual life
  • Sexual orientation

You don’t have to provide this information, but if you do, we will use it solely to support our equality monitoring purposes and legal and regulatory requirements.

Necessary for our legal and regulatory requirements, and for our legitimate interests (to support our equality monitoring purposes) and for which we have your explicit consent.

  • ASB/Convictions

To ensure you meet the terms of our Lettings Policy and to assist us in safeguarding of you and protecting our communities and our staff.

Necessary for our legitimate interests (to meet our internal policies and to safeguard yourself, tenants and staff) to carry out our legal obligations or exercise our rights in connection with the social protection of individuals , to prevent or detect crime or establish dishonest practices.

  • Contact details and family life / social circumstances

To make suggestions and recommendations to you about goods or services that may be of interest to you.

Necessary for our legitimate interests (to develop our products/services and to grow our business).


How we collect your data

We collect the majority of your Personal Data directly from you. On occasion, Longhurst Group may make enquiries about this application which may include contacting local authorities, housing associations, other landlords, police and probation, doctors, social workers and other care professionals, for relevant information so Longhurst Group is able to administer its housing and support services to you in a safe and secure manner. You will be informed of any information received about you from a third party source. Longhurst Group may contact a credit reference agency to check for housing related debt such as rent arrears or repairs. If this credit referencing links your name to other addresses these addresses may also be checked.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.


Recipients of your data

We will share information within Longhurst Group as part of our regular reporting and monitoring activities, to achieve the purposes listed above and in accordance with our Privacy Statement. We may also share information with other third parties where we are permitted to do so under data protection legislation, such as where your safety or the safety of others is at risk. Specific third parties include Experian Limited (for credit scoring/referencing), DWP and local authorities (for fraud prevention purposes).

For more detailed information please refer to our Privacy Statement.


Transfers to countries outside EEA

We share your personal data within Longhurst Group. This will involve transferring your data outside the European Economic Area (EEA). Where this occurs we ensure a similar degree of protection is afforded to such data which is detailed within our Privacy Statement.


Retention of your application

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. Please see Appendix 3 of our Privacy Statement for full details or contact us at: data.protection@longhurst-group.org.uk


Your rights

Under certain circumstances, by law you have the right to:

  • Request access to your data.
  • Request correction of the data that we hold about you.
  • Request erasure of your data. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
  • Object to our processing of your data. This is an absolute right if we are using your data for direct marketing.
  • Request the restriction (or suspension) of processing of your data.
  • Request the transfer of your data to another party.

To exercise any of these rights, please contact data.protection@longhurst-group.org.uk in writing.

No fee is usually required unless your request for access is unfounded or excessive.


    
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