This Privacy Notice is a public document available to anyone and applies to customers of DMS to explain how the organisation collects and processes personal information in order to conduct normal business activities summarised as:
- Providing various types of housing
- Property and grounds maintenance and repair.
- Managing your housing, tenancy/lease and account.
2. How we collect your information
DMS collects information from you via a variety of sources, including when you apply for one of our properties, complete one of our forms, when you call, write, email or meet with us.
We may receive information about you from third parties including:
* Prior landlords and credit agencies when you apply for housing
* Your council or benefits office relating to your housing.
3. What information we collect about you
The information we require from you, the tenant(s) or leaseholder(s), includes:
* Full name (and proof of your identity/photo ID)
* Date of birth
* Contact details (phone, email and correspondence address).
* Details of anyone authorised to act on your behalf, if applicable, including your guarantor.
* Basic details (name and D.O.B) of other household residents, if applicable.
* Banking details if you pay your rent by Standing Order.
* Card details if you pay by card (however, card details are not stored).
* Other personal information that will vary on a case-by-case basis to help us establish lawful ‘right to rent’ status, also to resolve any breach of tenancy, alleged anti-social behaviour, fraud or other unlikely events.
If you do not provide the information we need, then we may not be able to provide all of our services to you, and ultimately you may not be able to hold a tenancy or lease with us.
4. What processing we do with information collected
The information we require from you is used to manage your tenancy or leasehold agreement, or other contract between you and DMS. Please read your contract carefully for specific details as ‘performance of a contract’ is usually the legal basis for processing your information and carrying out our activities. Most, if not all, of our processing falls under this category and specific ‘opt in’ consent from you will not be required.
The processing activities we conduct can be summarised as:
* Contacting your guarantor for completion of the necessary formalities.
* Managing your account charges and payments, including arrears.
* Managing the repairs, maintenance and adaptations of our properties.
* Ensuring tenancy (or contract) conditions are complied with, such as dealing with anti-social behaviour or fraud.
* Complying with relevant legislation and regulation.
DMS operates a range of information and communication systems for efficient operation of the business. Personal information is stored and managed within those systems, which are maintained to achieve a high level of Confidentiality, Integrity and Availability.
We hold information in IT systems, which may be copied for testing, back-up, archiving and disaster recovery purposes. All data is held within the UK.
5. Property information
Much of the data we use relates to our properties and their maintenance and repair. We do not consider property information used in conjunction with the property address to be your personal information. For example, the age of the kitchen, results from an asbestos survey, planning to replace windows or repair to a tap.
We are usually happy to provide you with answers to questions you may have about the property you are living in and work done to it.
As soon as your name, contact details, or other personal information is used in conjunction with property information, such as to complete a property repair visit, then this is treated as personal information.
6. Who we share data with and how long we keep information
DMS shares limited personal data with our contractors, who are carrying out services on our behalf. Our contractors are required to comply with the law and our own Data Processing Agreement to ensure data is managed appropriately and for specified purposes, including to run our out-of-hours telephone service, or to complete emergency, responsive or planned property repairs.
DMS may need to share personal information with Government departments and agencies, with our regulator and auditors, with utility companies, or with other organisations and agencies where we are legally obliged to do so.
Information relating to a tenancy or lease agreement will be kept for as long as the agreement is active, or where money is owed on the account, and for a period not exceeding three years afterwards. The basic history of those holding a tenancy, at which property, and when, will be held indefinitely.
We may need to share information with solicitors, agents, mortgage brokers, financial advisors, court agents, surveyors and values relating to a property sale, where applicable.
7. What we will not do
* We will not send you unsolicited marketing material.
* We will not sell your personal data to third parties.
* We will not pass on your personal data to unrelated third parties, unless we are allowed or required to do so by law, or we have your explicit permission to do that.
* We will not transfer or store your personal data outside of Europe (the European Economic Area) outside of the control of the UK European regulations.
8. Your rights, the right to complain and the ICO
You have the right to request a copy of the data we hold about you. Please contact: email@example.com if you wish to request access to any of your personal data and we will always endeavour to answer your questions as part of our friendly, helpful service.
After 25 May 2018, we will not normally make a charge for this service and will respond within one month of receiving your request.
It will always help if you could be specific about what personal data you want to see, what it relates to and within what timeframe, as that will assist our search.
You are required to update information that we hold, if it has changed. Please advise us of any changes or corrections by contacting our Customer Services team on 01227 472749, or via email to firstname.lastname@example.org
You may withdraw your consent to use any information that previously required your specific consent. Please advise us if you wish to withdraw any consent previously given to email@example.com
You also have other rights, which can be seen by visiting the Information Commissioner’s Office (ICO) website and reading about Data Protection law at https://ico.org.uk/
You have the right to complain about any matter relating to our service, including how we use your personal data:
* In the first instance please contact our Customer Services Team.
* If you are still not happy with our service, you may complain to the Property Redress Scheme at https//www.theprs.co.uk/
* If you wish to complain about our use of your personal data, you may complain to the UK Information Commissioner’s Office (ICO) at https://ico.org.uk/ Our registration number is Z6443062
9. Changes to our Privacy Notice
Our Privacy Notice is regularly kept up to date and this version was updated on 21 March 2018.
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