Bridgewater Housing Association Ltd

Privacy Notice

Bridgewater Housing Association Limited

Privacy Notice

(How we use your personal information)

This notice explains what information we collect, when we collect it and how we use it.  During the course of our activities we will process your personal data (which may be held on paper, electronically, or otherwise) and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

 

  1. WHO ARE WE?

Bridgewater Housing Association Limited, Recognised Scottish Charity No SC0 35819, Scottish Housing Regulator No HAL 301, Co-operative and Community Benefit Societies Act No 2525R(S), Property Factor Registration number PF000105 and having their Registered Office at 1st Floor, Bridgewater Shopping Centre, Erskine, Renfrewshire, PA8 7AA (“we” or “us”) take the issue of security and data protection very seriously and strictly adhere to guidelines published in the Data Protection Act of 2018 (the 2018 Act) and the UK General Data Protection Regulation (UK GDPR), together with any domestic laws subsequently enacted.

 

We are registered as a Data Controller with the Office of the Information Commissioner (ICO) under registration number Z7558854X and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer (DPO) is:

RGDP LLP, Level 2, One Edinburgh Key, 133 Fountainbridge, Edinburgh EH3 9QG

Tel:               0131 222 3239

Email:           info@rgdp.co.uk

 

Any questions relating to this notice and our privacy practices should be sent to Scott Currie, Head of Corporate Services.

 

  1. HOW WE COLLECT INFORMATION FROM YOU AND WHAT INFORMATION WE COLLECT

We collect information about you and you provide information to us so that we can provide information and services to you:

  • when you apply for housing with us, become a tenant, request services/repairs, enter into a factoring agreement with ourselves howsoever arising or otherwise provide us with your personal details
  • when you apply to become a member;
  • from your use of our online services, whether to report any tenancy or factoring related issues, make a complaint or otherwise;
  • from your arrangements to make payment to us (such as bank details, payment card numbers, employment details, benefit entitlement and any other income and expenditure related information);
  • from CCTV images captured by our CCTV cameras;
  • when you visit our website
  • when you apply for a job with us
  • when you request or are in receipt of our services.

 

The information we collect includes the following:

  • Name;
  • Address;
  • Telephone number;
  • Email address;
  • National Insurance Number;
  • Demographic information – ethnicity, race, age, date of birth, nationality;
  • Share membership number;
  • Payment card reference;
  • Next of Kin/emergency contact details;
  • Household members;
  • Bank Account details;
  • Payment Card Numbers;
  • Employment details, taxpayer identification numbers, tax reference codes;
  • Medical/Health information to process an application/transfer, application/undertake sheltered duties/process medical adaptation requests and to ensure the health and safety of Bridgewater Housing Association staff, contractors and other individuals;
  • Membership details;
  • Hearing impairments;
  • Health & safety information to process insurance claims;
  • Disability;
  • Benefits information from DWP/Housing Benefit Department;
  • Passport or driving licence numbers.

We also receive information from third parties including:

  • Benefits information, including awards of Housing Benefit/Universal Credit and any overpayments requests;
  • Payments made by you to us;
  • Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from Police Scotland, Local Authorities or other housing providers;
  • Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour;
  • Health related information.

 

  1. WHY WE NEED THIS INFORMATION ABOUT YOU AND THE LEGAL BASES FOR PROCESSING

We need your information and will use your information lawfully to undertake and perform our obligations and duties to you. For example:

  • to enable us to enter a contract with you;
  • undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
  • to enable us to supply you with the services and information which you have requested;
  • to enable us to respond to your repair request, housing application and complaints made;
  • to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
  • to contact you in order to send you details of any changes to our services which may affect you;
  • for other purposes consistent with the proper performance of our operations and business, including newsletters, website and our annual report; and
  • to contact you for your views on our products and services.
  • because it is in the public interest to do so or because it is in our legitimate interest to do so.

 

  1. SHARING OF YOUR INFORMATION

We may disclose your information to other trusted third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

  • if we enter into a joint venture with or merge with another business entity, your information may be disclosed to our new business partners or owners;
  • if we instruct repair or maintenance works, your information may be disclosed to any contractor;
  • if we are investigating a complaint, information may be disclosed to Police Scotland, Local Authority departments, Scottish Fire & Rescue Service and others involved in any complaint, whether investigating the complaint or otherwise;
  • if we are updating tenancy details, your information may be disclosed to third parties (such as utility companies and the Local Authority);
  • if we are investigating payments made or otherwise, your information may be disclosed to payment processors, Local Authority and the Department for Work & Pensions;
  • if we are conducting a survey of our products and/or service, your information may be disclosed to third parties assisting in the compilation and analysis of the survey results;
  • to obtain legal advice or take legal action;
  • to adhere to our statutory requirements to report to the Scottish Housing Regulator and notify the Local Authority in the event of court proceedings being raised to recover possession of a tenancy;
  • if you wish to access our Welfare Rights service;
  • to allow you to make payment to us through third party organisations;
  • to Sheriff Officers, debt collection agencies and tracing agents in connection with any enforcement action;
  • if we are processing any insurance claim made against us we will forward the claim to our insurers
  • Sharing of information on Twitter and Instagram to support our social media presence.

Unless we have a lawful basis for disclosure, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

 

  1. TRANSFERS OUTSIDE THE UK AND EUROPE

We will only store your information within the UK and EAA.

Data shared on Twitter and Instagram may be shared outside of this region, and would be covered by the privacy policies of those social media platforms.

 

  1. SECURITY

When we collect your personal data we take steps to make sure that it is kept secure and safe.

The Association has been awarded the Cyber Essentials Certification which provides assurance that a number of key information security controls are in place within the organisation.  All employee data which is stored electronically is access controlled or digitally encrypted.

Where a physical copy of any data is stored, it is stored in a locked filing cabinet or drawer.

Further information regarding security and storage of data can be found in our Data Protection Policy at # (bridgewaterha.org.uk)

 

  1. HOW LONG WE WILL KEEP YOUR INFORMATION

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

 

  1. YOUR RIGHTS

           You have rights in relation to your personal data and can ask us for the following:

  • To access information about the personal data we are processing and to obtain a copy of it;
  • To change incorrect or incomplete data;
  • To erase or stop processing your data (in certain circumstances);
  • To stop sending you marketing messages; and
  • To object to certain processing activities.

 

If you would like to exercise any of your rights above please contact us at admin@bridgewaterha.org.uk in the first instance.  You should note that your rights under the UK GDPR and 2018 Act are not absolute and are subject to qualification.

 

If you remain unsatisfied after your complaint has been processed by us, you also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.  The Information Commissioner’s contact details are noted below:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Website: www.ico.org.uk

 

The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your personal and contact details.

 

  1. REVIEW

This version reviewed June 2022. Next review June 2024, or sooner if there is a change to how we process your data.

Revoke consents

INFORMATION NOTE FOR HOUSING APPLICANTS

Understanding Your Priority Group

This leaflet gives you some general information on how we allocate our houses, and what your housing priority means for your prospect of being re-housed with us.

 

Your Housing Application

We know that once your application has been assessed you are keen to find out when you might be made an offer of housing. 

This can be difficult to predict as it depends on a range of factors. These include:

  1. Your priority for housing – if it’s critical (Priority A+ or A), high (Priority B+ or B), moderate (Priority C+ or C). If you have no housing need you will be placed in group D or 5 if you are a BHA tenant.
  2. The size and type of house you need – the number of these properties that we have in our ownership (it could be only a few or it could be many)
  3. The demand for the size and type of property you want  – the number of  applicants who are on the same list as you, and the level of their priority –  which could be higher than your own, or they could have the same priority as you, but applied to us for housing before you did. For example, if you have recently applied to us for housing and have a Priority B for a 2 bedroom house, around 9 applicants will be on the list ahead of you.
  4. The turnover of the property you want – how often these become available for re-let. Some larger properties and bungalows for disabled persons rarely become available for re-let. For instance we only re-let one 4 bedroom property in 2021-22.
 

Our Housing List

We have many more applicants on our housing list than the housing that is available to let, and the demand for all of our house types far outstrips the turnover of our empty properties. Some people may be waiting for a long time before we can offer them a house, and unfortunately we will be unable to re-house the majority of people who want to be re-housed by us. Our staff aim to give applicants realistic advice about the likelihood of being re-housed based on the choices that applicants make. We also provide information on opportunities to find housing with other local providers.

 

Turnover of our Empty Properties

During 2021-22, we re-let 88 properties.  This means that out of a housing list of around  696 applicants, only 88 people got a house from us.  The lets we had were made up as follows:

 

46 from our General Housing list.

17 from our Sheltered Housing list This is housing for older people generally over the age of 60 who need  some support to live at home. 

28 from our Extra Care list (Extra care housing is very sheltered housing with the provision of additional care and support services. It is generally open to applicants aged 65 or over.

 

The table below tells you the level of priority that people generally needed to be successful in getting a house during 21-22. This will help you make a comparison with your own priority however, it is important to remember that unless you have a high priority, there could be many people ahead of you on the list.

GENERAL NEEDS

House Type

Highest Priority

Lowest  Priority

1bedroom flat

3A

3C+

1 bedroom flat (ground floor access – mobility applicants only)

2B+

2B

2 bedroom  flat

3A+

3C+

2 bedroom house

3A+

3C+/4C

3 bedroom house

3A+

4A

4 bedroom house

3A+

3A+

1 bedroom bungalow (ground floor access – mobility applicants only)

2B+

2B

1 bed sheltered flat

SA+

SD

2 bed sheltered flat

SC+

SC+

Allocating an Empty Property – Target Lets per Year

We allocate housing by setting annual targets for each of the 5 Priority Groups.

The table below shows the targets are a percentage of the overall lets in the year and show the lets we aim to give to each group. During 2021-22 our targets were:

 

Priority Groups

 1

2

 3

          4

         5

 

Description

 

Statutory Homeless

 

Mobility

 

Housing

Need

 

Transfers

All Applicants with no housing need

Target

30%

20%

30%

15%

0%

In addition to this, we aim to let 5% of properties to ‘Supported Living’ applicants, who are people who need support to live in the community.

When a property becomes available for re-let, we will first of all check if it is suitable for someone with mobility needs. This is to ensure that we make best use of our purpose built, adapted and level access properties.

 

To understand what the targets mean to you, we’ll use the following example. If you are in Group 3, we aim to let 30% of the general needs properties to your list. This is 30% of the total general needs lets, which is approximately 20 lets overall to the group. This is across all of the sizes and house types which people in Group 3 have asked for.

 

Properties Available for Re-let

The lets we make in a year are driven by the empty houses which become available for re-let, and this can vary from year to year.

 

The table below gives a breakdown of the types of properties which became available for re-let during 2021/22, and the number of re-lets that were achieved. This will let you see what the turnover is like for the property you want, although this can vary from year to year.

House

Type

0

bedroom

1

bedroom

2

bedroom

3

bedroom

4

bedroom

 

Total

Flat

0

13

11

N/A

N/A

24

Amenity Flat

N/A

N/A

0

N/A

N/A

0

House

N/A

N/A

9

6

0

15

Townhouse

N/A

N/A

N/A

0

1

1

Split level house

N/A

N/A

0

2

0

2

Bungalow

N/A

3

0

N/A

N/A

3

Sheltered Bungalow

N/A

N/A

0

N/A

N/A

0

Sheltered Flat

N/A

15

1

N/A

N/A

16

Extra Care Flat

N/A

25

2

N/A

N/A

27

Total Re-lets

0

56

23

8

1

88

       

What This Means for You

As you can see, a lot of factors require to be taken into account when we allocate a house. We hope that this information note has been useful in helping you understand more about your priority for housing with us, and your prospects of being re-housed.

Customer Portal

Thank you for your interest in our customer portal. Whilst its not quite ready yet, our portal is coming soon. If you’d like to be involved in testing it out, please register your interest below.

WordPress Cookie Plugin by Real Cookie Banner