Privacy Notice

Rushmoor Homes Limited (RHL) is registered as a data controller with the Information Commissioner's Office.  

ICO registration number: ZB034549

RHL is committed to protecting your privacy. This statement tells you what to expect when RHL collects personal information. It also explains why we collect this information, how we use it, the conditions under which we may disclose it to others, how we keep it secure and what rights you have in relation to the data we hold about you. 

 
Data controller 

As a data controller we must: 

• Tell you what we are doing with your information including, how long we are going to keep it for, who we may share it with and what our lawful basis for processing is. 
• Keep your information safe and secure. 
• Only keep your information for as long as we need to. 
• Collect, store, and use your information in a way that does not break any data protection laws. 

You can help us to do this by: 

• telling us when any of your details change; and 
• tell us if any of the information we hold on you is wrong. 

If you have any enquiries about this privacy statement or about use of your person data, you can contact us by emailing rhl@rushmoor.gov.uk  

 

What is Personal Data? 

Personal data means data which relates to a living individual who can be identified directly or indirectly from that data. Where necessary, we process personal data to deliver our services effectively; where possible, the data that we process will be anonymised or pseudonymised. Processing covers everything we do with your data from collecting your data, to storing, managing, and deleting it. 

This personal data might be provided to us by you or provided by someone else or it could be created by us. 

 

How long is my information kept? 

In general, most housing records are held for 6 years after the file is closed, for example, after the end of a tenancy the file will be closed and kept for a minimum of 6 years, some files are held for longer, e.g. 12 – 15 years if there are legal matters involved.  Please ask if you would like more information. 

We don't as a matter of course maintain a waiting list, but occasionally we will keep information on file for those people who have expressed an interest in being our tenants. This information is reviewed monthly; if we do not hear from you to confirm you wish to remain on our waiting list in the time period specified, we will remove your details from the list and the information will be destroyed. 

 

The lawful basis for processing your information 

We collect and process your information to provide a housing service to you and to manage your tenancy. The tenancy agreement is a legal contract between us and you and this means we must hold and process some information about you. This will include relevant checks we undertake with other organisations, such as credit reference agencies, and information given to third parties such as maintenance contractors to ensure the property is well maintained. This information is held in paper form; the forms you complete, and as electronic data in systems relevant to our service. 

 

The information required is set out in the registration form that you are required to complete, along with your communication preferences. If you have any questions about this, please ask a member of the team. 

 

Your Data Protection rights 

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. 

• Your right of access: You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. 
• Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. 
• Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.  
• Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances. 
• Your right to object to processing: You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. 
• Your right to data portability: This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering a contract and the processing is automated.  

You are not required to pay any charge for exercising your rights. We have one month to respond to you. 

 

Who we might share your information with: 

In some cases we will share your data with other organisations. We will only do this where we have a lawful reason to. When we collect your data we will let you know who we will share it with.  

 

Your right to complain. 

If you are unhappy with how the RHL has answered your complaint, you can contact the Information Commissioner’s Office at: 

 

The Office of the Information Commissioner 

Wycliffe House, Water Lane, Wilmslow 

Cheshire 

SK9 5AX 

Information Commissioner's website  

 

Updates 

We may update or revise this Privacy Statement at any time so please refer to the version published on our website for the most up to date Data Protection Legislation. 

 

Links to other websites 

This privacy statement does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit. 

 

Use of computer cookies. 

Our website uses cookies to distinguish you from other users of our website. This enables us to understand how people access and use our website and helps us improve or make our website work more efficiently.  

 

Measuring website usage (Google Analytics) 

We use Google Analytics to collect information about how people use this site. We do this to make sure the website is meeting users’ needs and to understand how we could improve it. 

 

Google Analytics stores information about what pages you visit, how long you are on the site, how you got there and what you clicked on. We do not collect or store your personal information other than your IP address (e.g. not your name or address). We do not try to identify you from your IP address. 

 

We also collect information on the number of times particular search terms are used and the number of failed searches. We use this information to improve access to the site and to identify gaps in the information content so we can plan appropriate expansion of the system.