Privacy Notice for Tenants and Leaseholders

Fair Processing Notice (Privacy Notice) for Orione Care Tenants and Leaseholders

Under the General Data Protection Regulations (GDPR) Orione Care must supply specified information to anyone whose personal data we process (a data subject).  Personal data is any data by which a living individual can be identified and processing personal data is effectively any activity involving personal data, including simply holding it, or indeed disposing of it.

This notice is intended to provide accessible and transparent information to our tenants about what data of yours we hold, why we need it, what we do with it and how long we keep it.

Identity of the Data Controller

The data controller is the person who determines how your personal data is used.  In the context of your tenancy with Orione Care the data controller is:

The Sons of Divine Providence
13 Lower Teddington Road
Hampton Wick
Kingston upon Thames

Company Number 4249759
Charity Number 1088675
Registered Provider of Social Housing Number LH4338
Telephone 020 8977 513

The Data which we Process

As your landlord/freeholder we process a range of your data including your name and address, copies of identity documents, your rent account (where applicable) and other financial information.  We might also process some information about your health and welfare issues if we are liaising with other agencies who support you.  Our Personal Data Management Policy sets this out in more detail.

Purposes of Processing your Data

We need to process your data in order to fulfil our obligations arising out of the tenant – landlord/leaseholder – freeholder relationship we have with you.  The Personal Data Management Policy sets these purposes out in more detail.

Legal Basis of Processing

We are only allowed to process your data on one of the lawful grounds set out in the GDPR.  Our legal bases for processing your personal data are mainly for the performance of the tenancy agreement and to comply with our statutory obligations, for example keeping copies of identity documents to comply with right to rent regulations.  The legal bases we rely on for processing your data are set out in more detail in the Personal Data Management Policy.

Categories of Recipients of your Data

We share your data with other agencies to help us in the fulfil our obligations under the tenancy agreement, our legal obligations and our legitimate interests, for example in passing on the names of new tenants to utility companies.  Other organisations with whom we may share your data include local authorities, utility companies and care and support providers.  Further details are set out in Personal Data Management Policy.

Cross Border Transfers of Data

We do not normally or routinely transfer your data outside the UK.  Such data transfer may occur rarely if, for example, you have consented to your image being shown in “The Bridge” magazine and it is posted abroad.

Retention Period for your Data

We will retain your personal data for the duration of your tenancy with us and for a one-year period from the date of the termination of your tenancy.  The one-year retention period is to meet our statutory obligations, for example in relation to the right to rent regulations.  We may retain your data for a longer period if it is required for legal action, for example recovering unpaid rent.  This is in the legitimate interests of The Sons of Divine Providence and the retention of such data is proportionate and necessary.  Further details of data retention periods are set out in the Personal Data Management Policy.

Automated Decision Making

Your data is not used to make decisions solely by automated means.

Your Rights 

You have the right to request access to your data, and the right to correct any inaccurate data.  You have the right to request that your data be erased, although this may not be granted, for example if it is data we are required to keep by law.  You have the right to object to the processing of your data if it is likely to cause or is causing damage or distress.  You also have the right to prevent your data being used for direct marketing, although we do not share your data for marketing or fundraising purposes.  You have the right to obtain a copy of your personal data and have it transferred to another data controller.  You have the right to claim compensation for any damages caused by our infringement of the Regulations.

To obtain a copy of the Personal Data Management Policy containing more detailed information please contact The Secretary of The Sons of Divine Providence at the address above.

If you have a concern about the way we are collecting or using your personal data you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office (ICO) or call the ICO helpline number 0303 123 1113