Privacy Statement – Tenants and Licensees

Our contact details:

Name: P3 Housing Limited

Address: Eagle House, Cotmanhay Road, Ilkeston, DE7 8HU

Phone Number: 0115 850 8190

E-mail: governance@p3charity.org

P3 Housing Limited (P3 Housing) is a charitable Community Benefit Society registered under the Co-Operative and Community Benefit Societies Act 2014 with registered number 9262 and a Registered Provider of Social Housing with registered number 4876. This privacy statement outlines how your personal data is collected, processed and shared when entering into a tenancy or licence agreement with P3 Housing.

The type of personal information we collect:

As part of your tenancy or licence agreement with P3 Housing, the following personal information may be collected where appropriate to provide the services to you:

  • Your name and the names of all household members
  • Address
  • Contact information
  • Contact information for next of kin
  • Copies of ID
  • Marital or relationship status
  • Information about benefits you receive
  • Your bank details you use to make payments to us
  • Immigration status
  • Records of maintenance of the property
  • Information regarding complaints against you as the tenant or other breeches of the agreement

Why we collect and use this information

P3 Housing collects this information to provide the services outlined in the contract which you have entered into with us. P3 Housing also has a legitimate interest in processing your data when operating as the landlord.

CCTV

P3 operate CCTV to monitor building security, crime prevention and detection. The systems are only in operation in public or communal areas or where P3 staff are required to work alone. These systems will only record images and there will be signs clearly displayed to inform you that you are entering an area covered by CCTV. More information on how P3 use and operate CCTV is available in our CCTV Policy.

Tenant Satisfaction Measures (TSM) Survey

As a provider of social housing, P3 housing is required by law to publish information on how satisfied tenants are with the homes that we are responsible for. Part of this includes carrying our the Tenant Satisfaction Measures (TSM) Survey.
We may use the contact information we have for you to invite you to take part in this survey and provide your feedback. Your participation in this survey is voluntary, if you do not wish to take part please let us know and we will not contact you again about the survey.

Who we share your information with:

P3 Housing will never share your information for the purposes of marketing without your consent.

As part of the tenancy or licence agreement with P3 Housing, we may be required to share your information with P3 employees, contractors or suppliers to fulfil the terms of this agreement. It may also be necessary to share your information with local authorities or commissioners of the services that are being provided, in these cases a Data Sharing Agreement (DSA) will be in place to ensure your privacy rights are being observed.

On occasion, P3 Housing may have a legitimate interest in sharing your personal information with utilities companies or debt recovery agencies after termination of the tenancy or licence agreement for unresolved debts.

How long we keep your information for

After the termination of the agreement, or your last engagement with our services, P3 Housing are required to retain your information for up to 20 years (in-line with our Data Retention Policy).

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. P3 Housing will not usually charge for this service; however we reserve the right to do so or to refuse the request if it is deemed to be manifestly unfounded or excessive in nature.

Your right to rectification – 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.

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

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

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at governance@p3charity.org if you wish to make a request.

Enquiries regarding your data

If you have any concerns or queries about our use of your personal information, you can contact our team using the contact us form .

You can also contact the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://ico.org.uk/