Privacy Policy - Walcot Foundation Tenants, Residents and Guarantors

We are committed to protecting and respecting your privacy

This Policy explains when and why we collect personal information about tenants of the Foundation, how we use it, the conditions under which we may disclose it to others and how we keep it secure.   This policy is taken from Residential Landlords Association standard policies. For Walcot Foundation grantees please refer to the Grantee Privacy Statement.
 
We may change this Policy from time to time. Changes will be posted here.
 
Any questions regarding this Policy and our privacy practices should be sent by email to estatemanager@walcotfoundation.org.uk or by writing to Walcot Foundation, 127 Kennington Road, London SE11 6SF.

Name of Landlord: Walcot Foundation
Address of Landlord: 127 Kennington Road, London, SE11 6SF
Telephone number: 020 7735 1925
Email address: estatemanager@walcotfoundation.org.uk
 
Date updated: 21/02/2022
 
Purpose of this initial notice
In line with the General Data Protection Regulations (GDPR) effective from 25th May 2018, we are committed to protecting and respecting your privacy.   This privacy notice explains what personal information about you we collect, hold and use.  This notice is addressed to our tenants, residents and guarantors including prospective and former tenants, residents and guarantors.   Please note that by issuing this notice we do not commit ourselves to giving you a tenancy.
 
Information we collect, hold and use about you

• Identity and contact details.
  
• Personal and background information.
• Your next of kin.
• Bank details.                              
• Your car registration number (if any).
• Details about your University/College course (if any) or employment (if any).
• Website and online portal information.

• Rent and other payments including arrears.
  
• Repairs and complaints.
• Details about Council Tax, water charges and utilities.
• Details of Welfare Benefits where applicable.
• Correspondence emails and records.
• Tenancy and deposit information.

Who do we need this information about?
We need information about you as a prospective tenant, about any prospective resident and also information about any guarantor (where a guarantee is taken).

How might this information be collected
This information can be collected:

• By email.
  
• By post.
  
• In person.
  
• In digital form.
  
• Over the telephone.
  

Who this information might be shared with
These include:

• Joint tenants (if any).
  
• Guarantors (if any).
• Tenancy deposit protection body.
• Insurance companies, e.g. if we take out rent insurance.
• Internet and email providers.
• The Home Office (relating to immigration/right to rent checks).
• Utilities and water companies.

• Letting and managing agents.
  
• Other landlords, e.g. for references.
• Contractors and suppliers.
• Debt collectors and tracing agents.
• Professional advisers.
• Next of kin etc., (in an emergency).
• Public and local authorities and regulatory bodies.

Where is this information stored

• In an electronic form on a password protected computer, tablet or mobile phone.
• On a password protected web-based portal (where a website is operated).
• In hard copy form in a manual filing system in locked filing cabinets.

Length of time for storage of data
We usually keep information for 12 months if the tenancy does not go ahead or for 7 years from the date you finally vacate where a tenancy is entered into.

What happens if this information is not provided
We require this information in order to enter into a tenancy agreement and to check your suitability for a tenancy.  If this information is not provided in full then your application for a tenancy cannot proceed.  

Why we need this information
This includes as necessary –

• For contractual performance so that we can arrange the letting and enter into a tenancy agreement or guarantee with you.
• For contractual performance so that we can manage any tenancy and the property including collecting rent and arranging repairs.
• In relation to details regarding any next of kin in your vital interests, e.g. in the case of an emergency.
• In our legitimate interests in relation to personal and background information so we can assess your suitability to be a tenant, resident or guarantor (as the case may be).
• To perform our legal obligations in relation to carrying out right to rent (immigration status) checks and in order to protect any tenancy deposit which is paid as well as other legal obligations arising during the course of any tenancy.
  

Your rights
You have the right at any time to:

• ask for a copy of the information about you held by us in our records (if you wish to have this information please complete this Subject Access Request form and we will provide the information we have on you within 30 days);
  
• require us to correct any inaccuracies in your information;
  
• make a request to us to delete what personal data of yours we hold; and
  
• object to receiving any marketing communications from us.

If you would like to exercise any of your rights above please contact us using the contact information above.

You have the right to ask for a copy of the information the Foundation holds about you. 

Withdrawal of consent
If your consent provides us with a legal gateway to process data about you you can withdraw this at any time by telling us by email/post/telephone using the contact details above.

Complaints
We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle your data please contact us using the details above.

Additionally, you have the right to lodge a complaint with the supervising authority who is –
Information Commissioner
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk