Our contact details for data protection purposes are:
Data Protection Officer
Twenty11 Homes Limited
Kingsmead Business Park
This Privacy Notice applies to all the personal data we collect and use. Twenty11 Homes Limited (Twenty11) and its parent company Red Kite Community Housing Limited (Red Kite) and are the 'Data Controllers' for the purposes of the General Data Protection Regulations (UK GDPR) and UK Data Protection Act (2018).
In order to help provide you with the best and most appropriate service, we need you to help us by providing us with your detailed information.
Because the information you provide us is very personal we take your privacy and confidentiality very seriously.
We aim to keep your information as up-to-date as possible so that when your needs change over time, the services we provide you can change to reflect these different needs. We will also ensure we make every possible effort to fulfil our obligations under the General Data Protection Regulation (UK GDPR) which took effect on the 25th May 2018 and the UK Data Protection Act 2018.
We will keep your personal information secure and only keep it as long as we need to, although please bear in mind we are legally obliged to keep some records for an extended period of time, such as housing benefit payments, before it’s safely destroyed.
During the unprecedented challenges we are all facing during the Coronavirus pandemic, we will be collecting new information to help ensure your safety and the safety of others. We will not keep this information for any longer than necessary. We do not yet know how long the pandemic will continue for, so the requirement to keep this information will be kept under review, and the retention of the data will be reviewed no later than 6 months after the UK government has declared the pandemic is over.
When using the term “personal data” in this Privacy Notice, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold.
We collect some personal data from you, for example when you first apply for a property, use our website or contact us. We may also receive your personal data from our commercial partners who provide services to you on our behalf, and our partners’ agencies.
In accordance with data protections laws, we need a “legal basis” for collecting and using information about you. There are a variety of different legal basis for processing personal data which are set out in the data protection laws.
The lawful basis on which we rely in order to use non-sensitive information which we collect about you will be that it is necessary for us to assess your housing application prior to entering into an agreement with you.
The lawful basis on which we rely in order to use your special categories of personal data which we collect about you will be that it is necessary for us to assess your particular housing needs, so that we can comply with our obligations as a social landlord.
The lawful basis on which we rely, in order to use information and financial circumstances, will be that you have provided explicit consent to use that information for that purpose, so that we can provide tailored rent management services to you to help you to manage your rent account.
Detailed personal information we collect may be some or all of the following:
We may sometimes collect additional information about you from third parties. If we do we will seek to ensure that the information is accurate and up to date.
We will only use your personal information when the law allows us to. These reasons for processing are known as "processing conditions" and we will always ensure that we have a lawful processing condition whenever we process your personal data. Most commonly, we will use your personal information in the following circumstances:
We may also use your personal information in the following situations, which are likely to be rare:
We may also process some of your data because it is in our legitimate interest to make sure that:
We need all the categories of information in the list above primarily to allow us to perform our contract with you to provide you with housing and other services with you and to enable us to comply with our legal obligations. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
In the course of providing services to you, we may collect information that details your gender and gender identity, racial or ethnic origin, physical or mental health, sexuality, religious beliefs or alleged commission or conviction of criminal offences.
Such information is included within the “Special Categories of Personal Data” under the UK GDPR. We only collect this information where you have given your explicit consent, it is necessary under laws relating to social security and social protection law or it is necessary in connection with legal proceedings or you have chosen to make it public.
If we are collecting special category data which we can only process with your explicit consent, we will make this clear at the time. You will have the right to withdraw that consent and we will explain to you how you can do that when you provide the consent but this may mean we are unable to provide all or parts of the services you have requested from us.
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of social protection or social security. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your tenancy with us that you agree to any request for consent from us.
We may use your personal data for the following purposes:
1. To process your application for housing, and to administer housing waiting lists. This is likely to include processing information about your history, for example other social housing tenancies you have held or about past criminal offences if we need it to ensure that we can protect our staff and the communities we work.
We may only use information relating to criminal convictions where the law allows us to do so.
2. To manage your tenancy contract, and contact you about your housing needs including:
3. Voice recordings to prevent fraud, to ensure we have accurate records and to improve our internal training and quality management.
4. To help you buy part or the whole of your home, including:
5. To provide security:
6. To provide additional services, advice and support if you ask for these – this may require us to process the following information:
7. To communicate with you and manage our relationship with you:
9. To inform you about our news and service that you may like:
9. To fulfil our administrative purposes and protect our business interests
10. To comply with our legal obligations:
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a tenant or service user we will retain and securely destroy your personal information in accordance with our data retention policy or applicable laws and regulations.
The introduction of UK GDPR provides all UK citizens new and enhanced privacy rights, which we are committed to upholding, and takes its responsibilities regarding our customers privacy rights very seriously.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Under certain circumstances, by law you have the right to request that Red Kite and Twenty11:
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Find out how to request the information we hold about you email@example.com
Twenty11 and Red Kite are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. When you provide your personal data through our websites or online portal, this information is transmitted across the internet securely using appropriate strength encryption.
As detailed in this Notice, we may in some instances disclose your personal data to third parties. Where we do disclose your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data; however in some instances we may be compelled by law to disclose your personal data to a third party, such as the Police, and have limited control over how it is protected by that party.
The information that you provide us will be held in our systems, which are located on our premises or those of a contractually appointed third party.
We may also instruct service providers outside of Twenty11 or Red Kite, domestically or abroad, eg shared service centres, to process personal data for Permitted Purposes on our behalf in accordance with our instructions only. Twenty11 and / or Red Kite will remain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers.
All of our data is stored within the EEA with the exception of the MailChimp service which we may use from time to time to collect survey data. MailChimp is an online marketing platform operated by The Rocket Science Group LLC, a company based in the state of Georgia in the USA. MailChimp has appropriate safeguards in place in accordance with applicable legal requirements to provide adequate protection for any personal data transferred from the UK.
We will retain your personal data for as long as we need it in order to fulfil our purposes set out in this Privacy Notice or in order to comply with the law.
Sometimes it is in everyone’s best interests for us to share some of the information we have about our customers with other organisations. Sometimes this is because we have a legal obligation to do so and sometimes it is to ensure you get the best service possible, for example we will forward your details on to utility companies to ensure that you’re supplied with energy and water in your home.
If you decide to leave your property without paying or arranging to pay and you are in arrears we may decide it is necessary to share your details with a debt collection agency to help us recover our money.
We will also share some details with our contractors, so they can contact you if your property is in need of repair or scheduled for improvement work, to arrange a suitable time to visit.
In exceptional circumstances we may feel it is necessary to provide your details to the police or a local authority social services department where there has been a case of criminal activity, a breach of your tenancy agreement, we have been made aware of potentially anti-social behaviour or if we believe it your vital interests of you or those of someone who lives with you..
In the event you do leave us and move to a new landlord we might be contacted for a reference and may provide some of your details to them.
If we want to share data your data because we think it is in your interests but we do not have a legal basis for sharing we will always ask for your consent.
We’d like to stress that under no circumstances do we ever sell or pass on your information to business or organisations so they can get in touch with you directly either by phone, email or in writing in order to sell you their products or services.
Listed below are the categories of third parties we may share some of your personal information with. Where required we will ensure that any information sharing is supported by UK GDPR compliant contracts or there are appropriate Information Sharing Protocols in place.
In some cases we may also have a duty to disclose your information by law to:
We will not share or disclose your information with anyone who claims to represent you or be acting on your behalf unless we have verified you have appointed them or they are acting in some recognised official capacity.
We may make changes to our Privacy Notice from time to time. We will update the Privacy Notice and we will publish on our website any new version of this Notice
All public bodies are subject to the Freedom of Information Act. This means you’re entitled to request certain details from them.
Twenty11 and Red Kite are not public bodies for the purposes of this Act, so we’re exempt from the requirements, but regardless we’ll still consider particular information requests and help you if we can.
We have appointed a Data Protection Officer to oversee compliance with this privacy notice.
If you have questions in relation to exercising any of your Privacy Rights or you have a question or concern about how we process your data, please contact our Data Protection Officer in the first instance at firstname.lastname@example.org.
If, for any reason, we do not address your request, or fails to provide you with a valid reason why it is unable to do so, or if you are unhappy with the way we have dealt with your personal data you have the right to contact the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues to make a complaint. They can be contacted via their website www.ico.org.uk or by telephone 0303 123 1113.