To operate as a housing business, RHP Group (which includes Co-op Homes (South) Ltd) must get, process and store personal information about our applicants for housing, tenants and customers. This Privacy Policy supports our Privacy Notice. It explains how RHP Group treats your personal details.
Personal information is information that relates to a living individual (data subject) that allows them to be identified. Personal data includes contact information about:
Certain types of personal information is categorised as 'sensitive". They might relate to
We usually only collect personal data so we can provide housing and management services, provide regulatory and legal returns and otherwise comply with our legal obligations (see Section 6 "How will we use your information?"
When you contact us you might need to provide:
We may also get your personal details from organisations you've dealt with in the past like councils and past landlords, We use this information so we can understand our customers and their needs better.
When we provide you with a housing service, we might gather information on :
You might also provide us with other information when you chat to us or our contractors.
We might gather the following information to improve our service:
If you ask for additional services from us:
If we need it to look after our employees, business or anyone else, we may hold information about your history, e.g. regarding credit, or offences.
We'll only request personal data that's relevant for delivering our services and meeting our legal obligations. If you feel any requests are inappropriate you can refuse, but this might mean that we're unable to carry out requested or essential work, like repairs. We may also obtain your personal details from organisations you have dealt with in the past, such as referral agencies, councils and past landlords.
Here's how we're committed to ensuring that your privacy is protected:
We're committed to storing your personal data securely. This means only Co-op Homes employees and contractors that need to see it can. We'll always it electronically if possible - but sometimes we'll need to keep a paper copy.
Our computer systems are secure and protected. Sometimes we also use computers which are owned or managed by our suppliers. Their computers will always be secure and protected too. Where we share your information with others in line with the legislation we will make sure that those third parties also have relevant security systems in place to make sure that your information is kept safely.
We'll only use your data where we have a legal reason to do so.
For example:
Information collected about you is used to:
If we need to use your personal data for any reason we'll always make sure that its in line with the law. For example, we may need to use your information if a crime's been committed or there are risks to the public or our employees, we might also have a legal duty to use your data in a certain way, for example though a court order.
We generally hold information contained in your tenancy file for 6 years after your tenancy ends. In some circumstances we may be required to hold some information for longer in order to comply with our legal obligations or to protect you or your interests, for example to defend or pursue legal claims.
If you would like further information on specific period please contact us.
Our employees are trained to handle your information correctly and protect your privacy. We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never collected for direct marketing purposes, nor sold on to any third parties and not processed overseas. Sometimes RHP Group’s services may be provided by our business partners, in which case appropriate members of their staff will have access to your information in order to deliver these services to you.
Only employee are trained to handle your information properly and protect your privacy. Only RHP Group employees who have an operational need to see your data will be allowed to see it. We aim to maintain high standards, adopt best practice for record keeping and regularly check and report on how we're doing. Your information is never sold on to their parties or processed overseas.
Where appropriate, we may need to pass your personal data on to our service providers and contractors, for example those who:
Where we work closely with these contractors they must store your details securely, and use them only to undertake the work we have asked them to do. When the job is done they will securely dispose of the details in line with RHP Group’s procedures and relevant data protection legislation.
We also work closely with partners to help us provide you with services and support and may need to pass on your personal data to those organisations. For example:
We will ensure that when we're sharing your information, its appropriate, relevant and in line with the legislation. We have data-sharing agreements with a number of other organisations. They sign up to a code of how data will be exchanged and used.
In some circumstances, we need to share information in an emergency or because we have a legal or regulatory obligation to do so. For example:
From time to time we'll use credit agencies to make sure our records are up to date. We'll also use them for the prevention, detection and prosecution of crime, including social housing fraud and benefit fraud. This information won't be used for any inappropriate purposes.
Profiling is automated processing that's designed to evaluate an individual and analyse or predict characteristics such as:
We don't use profiling at RHP Group.
Use of cookies
Cookies are small text files that are placed on your computer by websites that you visit. They're used to make websites work more efficiently and provide information to the owners of the site.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. You may delete and block all cookies from this site, but parts of the site may not work as they are meant to.
When someone visits www.coophomes.coop, we collect standard internet log information, such as your IP address, host name, browser type, operating system. This information may be used to to help diagnose problems with our server, to administer our websites. We might also use it to help us with your use of the site. We may use this information for other purposes reasonable and necessary purposes.
This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements of the other websites. The below information is provided for convenience and may not be extensive or all-inclusive. |
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Purpose |
ASP Net session ID |
ASP Net session ID |
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Cookie Notice |
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This cookie is used to record whether the website visitor has closed the "Cookie Notice" on the website |
Google Analytics |
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YouTube cookies We may embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. To find out more please visit YouTube’s embedding videos information page
Interactive service: You agree to use the services as they're intended. You agree not to access (or try to access) the services in any other way.
You acknowledge and agree that if we de-activate your account, you may be prevented from accessing the services, your account details or any files or other content.
You agree and understand that you are responsible for maintaining the confidentiality of passwords associated with your accounts. You agree you'll be solely responsible for all activities that relate to your account. If you become aware of any unauthorised use of your password or of your account, you agree to let us know immediately.
Exclusion of warranties The services are provided "as is". We can't guarantee the services will meet your requirements, or that your use will be uninterrupted, timely, secure or free from error. We can't guarantee that any information given to you through using the services will be accurate or reliable, or that defects in the operation or functionality of any software provided as part of the services will be correct.
Data Protection law gives you the following rights:
If you have any questions about how your information is used or want to let us know your information has changed please customer.services@rhp.org.uk or homes@coophomes.coop. If you want to see your information, or if you believe that it is not accurate, or if you want to make a complaint about the use of your information then contact:
The Data Protection Officer, RHP Group, 8 Waldegrave Road, Teddington, TW11 8GT email: customer.services@rhp.org.uk
If you're not happy with the way we deal with your query or complaint you can contact: The Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tel: 0303 123 1113; Fax: 01625 524 510; Email: casework@ico.org.uk ; Website: https://ico.org.uk/