Data Protection

 

The Data Protection Act sets rules for processing personal information and applies to some paper records as well as what we hold on computers. The Act says that as we have to record and use your personal information we must be open about how we use it and must make sure that it is handled properly.  

The Act states that information about you must be: 

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate
  • Not kept for longer than is necessary
  • Processed in line with your rights
  • Secure
  • Not transferred to countries without adequate protection.

By law, we are required to keep to these principles.

What information do we hold about you?

The information we hold in your file is usually related to your tenancy history. For example: 

  • Names and dates of birth of people in your household
  • Telephone numbers
  • Income details
  • Rent payment history
  • Information related to a transfer application, e.g. health, etc.

This is not the only information we hold as we also keep records of communications between you and our staff.

How we protect your information

All personal information that we receive from you or a third party (such as a doctor or social worker) is treated as strictly confidential. We will not disclose anything given to us in confidence unless you agree to this.

The only exceptions to this are where the law permits someone access to information that we hold. The law allows us to share information with Police, Benefits Agency Fraud Officers and other landlords, for example, to prevent or to deal with anti-social behaviour, crime and fraud.

If you telephone our offices to enquire about your rent account or personal matters related to your tenancy, you will be asked certain questions to prove your identity before we answer. Please do not be offended by this - we are only trying to make sure that we do not disclose personal information about you to another person.

How you can find out what we hold about you

The Data Protection Act allows you to find out what information about you we hold on computer and in some paper records. If you want to know what information we hold about you or your tenancy, you can write to your Housing Officer. When you write you must include:

  • Your full name and home address
  • Your telephone number
  • Your signature
  • A photocopying fee is applicable (please do not send cash; cheques and postal orders should be made payable to Inquilab Housing Association Ltd)

Please remember that we must receive all the above information and the fee before we can go ahead with your request.

What will be sent to you?

You will receive a copy of the information we have about you within 40 days of receiving your application. However, your right to see certain information may be limited. For example, if providing you with the information would be likely to affect the way a police investigation or a criminal prosecution is carried out then we are not permitted to disclose the information to you. In some cases your right to see certain health and social work details may also be limited.