Most information we hold will be collected from you but where relevant we will also obtain this from third parties such as solicitors and legal representatives, property agents, the local authority, previous landlords or other relevant community partners. We will always tell you why we need your information and how we’ll use it. We will only ask you for information that is relevant and necessary to the delivery of our services.

Information we hold about you will vary dependent on the services we provide to you. For example, if we provide Property Management services, we will need your address and contact details in order to collect service charges. Where we manage retirement properties, it’s helpful that we hold details for a key holder or next of kin in case we need to provide support.

Sometimes we need to share your information with other organisations that we work with or who provide services on our behalf. We will only share relevant details and we will ensure your information remains secure.

At times we need to share information in order to provide services under contract (e.g. sharing your contact details with our maintenance contractors and surveyors), or where it is in our ‘legitimate interests’ (e.g. telling utility companies that you’ve moved in and have responsibility for the bills). In these circumstances, we don’t need to ask for your consent. You have the right to object to processing based on ‘legitimate interests’.

The law also permits us to share information to meet our legal or regulatory obligations (for example around health and safety and diversity and inclusion) in connection with legal proceedings, where requested by police and other relevant agencies or where subject to a court order.

When the information we need to share is defined as ‘special category’ (e.g. information about health matters), we will do so:

• with your consent or where you have made the information public
• where we need to protect the vital interests (i.e. the health and safety) of you or another person
• where we or another person needs to bring or defend legal claims
• where we are required by law or for substantial interest grounds

Below you will find more examples of where we share your information (where relevant). Full details are available in our website privacy notice, including how we contribute to the work of the National Fraud Initiative (NFI).

We might need to ask you for proof of identity where this is necessary for the delivery of our services. For example, to ensure correct billing for service charges, if you ask us to change or update our records (e.g. if you get married and want to change your name) or if you make a Subject Access Request. We will also carry out appropriate security checks to verify your identity when we communicate with you or your representatives on the telephone.

Please tell us if your information changes so we can keep it up to date. For example, if you change your contact details (mobile number and email address).  We won’t keep your information longer than we need to. Our Data Retention Schedule outlines how long information is kept – you can find out more about this here.

We will use your contact details to send you information and communicate with you about all matters associated with your lease, tenancy, service or other primary relationship with Grange Property Management. We will not send you unrelated electronic ‘direct marketing’ (informing you about the range of services available at Grange or Clarion) unless you have agreed to this. We will never sell your details to 3rd parties for their marketing purposes. You have the right to object to direct marketing at any time, and any promotional communications will always include clear instructions on how to ‘unsubscribe’.

You can ask for a copy of the personal information we hold about you. This is known as a Subject Access Request (SAR). You can also request information to be corrected, erased, or transferred to another organisation. The best way to request this is to put your request in writing and include a copy of proof of address and valid ID. Further details outlining all of your rights in relation to your personal data are available here.

Statutory Bodies such as Legal and Government organisations

• Local Authorities e.g. Environmental Health, Council Tax
• Health Authorities
• DWP and Housing Benefit agencies
• Our regulators including Regulator of Social Housing, Charity Commission, Financial Conduct Authority, Homes England, Greater London Authority, Charity Commission

The Police and others within the criminal justice system

• Probation
• HM Prison Service
• Youth Offending Teams

Non-legal organisations

• Solicitors or legal representative
• Lettings Agencies, Estate Agents or previous landlords
• Insurers
• Banks
• Utility companies, e.g. gas and electricity providers
• Credit reference agencies & debt collection agencies

Your representatives

• A nominated friend, family member or solicitor
• Local Councillor or MP
• Medical Professionals or legally appointed representatives

Persons or organisations associated with Grange or Clarion

• Maintenance contractors
• Other companies within the Clarion Housing Group
• Other companies acting as an agent for Grange or Clarion Housing Group and/or its operating companies e.g. companies employed by us to carry out resident satisfaction surveys

dataprotection@clarionhg.com

www.clarionhg.com

Clarion Housing Group includes a number of subsidiary organisations such as Clarion Housing Association and Clarion Futures. For a full list of these, please see our full Privacy Statement.

The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body. Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF, 0303 123 1113, www.ico.org.uk