Data collection forms (shared ownership) 

This applies to all current and former lease and shared owners of West Kent. We collect and process personal information to manage our lease or shared ownership agreement with you. The Association recognises its obligations as a data controller as set out in Regulation (EU) 2016/679 of the European Parliament (the General Data Protection Regulation (‘GDPR’)) and the Data Protection Act 2018, which obliges us to provide you with information about how and why we use your personal data. We will ask for this information under the lease we hold with you. If you fail to provide personal information when requested, we may not be able to uphold the lease, we may not be able to comply with our legal obligations, and you may be unable to exercise your statutory or contractual rights. 

Who may we share your personal data with?

Your personal data is only accessed internally by the individuals and teams that need it to carry out the purposes above. For example, our Finance team use your payment details to charge you service charges, and our Tenancy Services team use your tenancy records to check you are complying with the terms of your lease. 

We may share your data with the following categories of organisation; contractors providing services to West Kent, such as repairs and maintenance; local authority teams such as benefit departments and social services; government departments such as the Ministry of Housing, Communities & Local Government; public services such as the police ; support services such as financial assistance or personal care services; other housing associations, utility companies, tracing agents; ICT service providers; auditors; professional advisers, such as solicitors and regulators.

How long do we hold your information?

Most of your personal information will be retained for six years after your lease comes to an end. This includes sales correspondence, records of payments, contact history with you and details of any breaches of lease, such as anti-social behaviour. The exceptions to this are; information will not be retained if it has no bearing on the ongoing tenancy with us or information such as financial income details will be retained for as long as necessary for verification purposes, and then deleted unless deemed relevant to the ongoing tenancy with us.

Your rights

You have the following rights regarding your data, under data protection legislation. We will respond to any requests under data protection law within one calendar month.

  1. The right to be informed – this privacy notice is our way of informing you how your data is used.
  2. The right of access – you can request a copy of all the information we hold about you to check that we are lawfully processing it.
  3. The right to rectification – you can request that we rectify information about you that is incorrect.
  4. The right to erasure – also known as the right to be forgotten. You can request that information about you is deleted.
  5. The right to restrict processing – you can request that we pause processing your data so we can verify the lawfulness of processing.
  6. The right to object – you can request that we stop processing your information if you feel that the processing is not lawful.
  7. The right to data portability – you can request that data is transferred to another party so it can be reused across services.

The Information Commissioner’s Office (ICO) is the regulator for data protection in the UK. You have the right to make a complaint to the ICO if you feel that we have not complied with your data protection rights. You can contact the ICO by completing the online form here https://ico.org.uk/global/contact-us/.

For more information about how we use your personal data, please visit the Privacy Notice on our website.