How we use your personal information
Why do we collect and store personal information?
IDS needs to collect, process and store personal information about you and other household members (when you provide information about household members we assume that you do so with their full knowledge and consent) in order to operate as a registered provider of housing and deliver efficient and effective services.
Information we may hold about you and how we use it
How we manage your personal information
Periods of which we will store your personal information
We will only hold your records during the period of our relationship with you and for a set period afterwards to allow us to meet our legal obligations including resolving any follow up issues between us.
Sharing your personal information
Normally, only IDS staff will be able to see and process your personal information. However, there may be times when we will share relevant information with third parties for the purposes as outlined, or where we are legally required to do so. When sharing personal information, we will comply with all aspects of the GDPR. Special categories of personal data about health, sexual life, race, religion and criminal activity for example are subject to particularly stringent security and confidentiality measures.
Where necessary or required, we may share information as follows:
- to comply with the law (e.g. the police, Her Majesty’s Revenue and Customs, Council Tax Registration Officer, Social Security Fraud Act) or a court order
- where there is a clear health or safety risk to an individual or members of the public, evidence of fraud against IDS, other irregular behaviour or a matter IDS is investigating
- in connection with court proceedings or statutory action to enforce compliance with tenancy conditions (e.g. applications for possession or for payment of Housing Benefit direct)
- where IDS has entered into a formal protocol with the police or a local authority department
- providing the name, address and contact number of a resident to contractors or other agents providing services on IDS’s behalf
- providing the name of a resident and the date of occupancy to gas, electricity and water companies
- providing information anonymously for bona fide statistical or research purposes, provided it is not possible to identify the individuals to whom the information relates
- giving the name, address and stated local connection of applicants for housing to parish councils for housing which gives priority to people with a local connection
- information required by the Regulator of Social Housing when monitoring IDS’s activities in its capacity as the regulator of housing associations.
- To protect the vital interests of an individual (in a life or death situation)
Your rights under the GDPR
You have a number of rights under the GDPR:
Changes to this Privacy Notice
We keep our privacy notice under regular review and will place any updates on our website; you will be notified of any major changes to this policy.
For further information on how to request your personal information and how and why we process your information, you can contact us using the details below.
IDS, 1st Floor Anna House, 214 – 218 High Road, London, N15 4NP
You can contact the governance team on: firstname.lastname@example.org
The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body, and one of their primary functions is to administer the provisions of the GDPR.
You have the right to complain to the ICO if you think we have breached the GDPR. You can contact the ICO at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF