Please be advised that for the immediate future we will be collecting data about your health status in regards to the coronavirus as we have a public duty to ensure we contain/delay the spread of the virus as well as health and safety obligations towards our staff and contractors. We will store this data on our housing system and keep it for a period of up to six months after the UK government has declared the pandemic is over. We may also need to share this data with the government or relevant contractors, but will only do so when necessary to carry out our role as a landlord, in line with current government advice and the data protection legislation.
If you are intending on exercising your right of access to your data, please can we ask that, wherever possible, you can do this by emailing us at firstname.lastname@example.org. Given that the majority of staff are now homeworking our preference is to issue your data electronically via secure email but will work with you to tailor this to your needs where possible.
The Platform Housing Group includes Platform Housing Group Limited, Platform Housing Limited (formerly Waterloo Housing Group Limited and Fortis Living Limited), Platform Property Care, ESHA (Developments) Limited, and Waterloo Homes Limited.
This privacy notice applies to customers of Platform Housing Group including tenants, leaseholders, shared owners, and applicants for housing. It lets you know what happens to any personal data that you share with us, or any data that we may collect from or about you. It applies to all products and services and instances where we collect your personal data.
We may change this privacy notice from time to time by updating the Privacy Notice page on our website in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website – www.platformhg.com or log in to your online account.
Our contact address is:
Platform Housing Group, 1700 Solihull Parkway, Birmingham Business Park, Solihull, B37 7YD.
We are a data controller of your personal data. We are registered with the Information Commissioner’s Office for the processing of personal data. To see the details of our registration visit www.ico.org.uk.
We have a dedicated Data Protection Officer (DPO). You can contact the DPO by emailing email@example.com or by writing to the above address, marking it for the attention of the Data Protection Officer.
Personal information that we will process in connection with providing you with a landlord service or appropriate advice and support includes:
We’ll collect personal information from the following sources (this list is not exhaustive):
We use your personal information for the following purposes:
We rely on the following legal basis to use your personal information:
As stated in section 2 and 3 above we may source or share personal information with 3rd parties.
Below is a list of the types of organisations with whom some data sharing occurs, where it is relevant to do so and for the reasons stated. Please note, your personal information will only be shared with an organisation where it is relevant to you.
|Type of Organisation||Reason for Sharing Data||Legal Basis for Processing Data|
|Asbestos Survey Provider||Asbestos Surveys||Performance of Contract, Legitimate Interest, Legal Obligation|
|Choice Based Lettings scheme Provider||Allocation of properties within Platform Housing Group / Local Authority Lettings Policy||Statutory & Legal obligations, Legitimate Interest|
|County Courts||Application for Money Order or Judgement, Application for Court Order, Undertaking or Injunction||Performance of Contract, Legitimate Interest, Legal Obligation|
|Data Protection Regulator||In response to Queries and complaints from Customers and Members of Public||Legitimate interest, Legal obligation|
|Direct Debit Service Provider||Provision of Direct Debit Service||Performance of Contract, Statutory & Legal obligations, Legitimate Interest|
|Energy Utility Companies||Correct Billing Dates / Prevention & Detection of Fraud, Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Statutory & Legal obligations, Legitimate Interest, Public Interest, Vital Interest|
|Fire & Rescue Services||Identification of properties with Oxygen bottles / Hoarding Issues, Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Public Interest, Vital Interests, Legitimate Interest|
|Governmental Departments||CORE Letting & Sales data, HMRC, Research (Right to Buy or Right to Acquire and Voluntary Right to Buy), Voluntary Right to Buy Pilot||Statutory & Legal Obligations, Specific consent, Performance of Contract|
|Health Authority including GP surgeries||Provision and monitoring of a Falls response service, Occupational Therapy Assessments, Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Performance of Contract, Legitimate Interest, Public Interest, Vital Interests,|
|Heat Trust & the Energy Ombudsman||For dispute and complaints resolution in connection with energy supplied through Platform’s “Heat Network”||Performance of Contract , Legitimate Interest|
|Home Contents insurers||To offer access to affordable home contents insurance scheme||Specific consent|
|Housing Ombudsman||Response to complaint made to the Housing Ombudsman||Legitimate interest, Legal obligation|
|Inland Revenue||Collection of Tax , Prevention and detection of fraud||Statutory & Legal Obligations|
|Local Authorities||Council Tax Assessment, Housing Benefit Assessment, Homelessness Investigations, Environmental & Other Statutory Nuisance Investigations, Private Sector Aids & Adaptations, Commitment to Refer (Duty to Refer under the Homelessness Reduction Act 2017), safeguarding referrals, Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Statutory & Legal obligations, Specific Consent, Legitimate Interest, Public Interest, Vital Interest|
|Maintenance Contractors||Provision of Property Improvement Works||Performance of Contract, Legitimate Interest|
|Metering & Billing Service Provider||Provision of metering and billing services For “Heat Network“||Performance of Contract, Legitimate Interest|
|Mortgage Providers , Valuers & Conveyancing Solicitors||Provision of our Home Sales Service||Performance of Contract, Legitimate Interest|
|Online Fraud Prevention Service Provider||Prevention & detection of Tenancy Fraud||Legitimate Interest|
|Online Marketing Service Providers||Marketing of Platform Housing Group Homes & Services||Specific Consent|
|Out of Hours/Call Alarm Contact Service Provider||Provision of Call Alarm Monitoring/Out of Hours Repairs & Emergency Contact Service||Performance of Contract, Legitimate Interest, Vital Interests of Data Subject|
|Payment Service Providers||Receipt and detail of Payments made||Performance of Contract, Legitimate Interest|
|Police Forces||Prevention & detection of Crime / Management of Tenancy Breaches, Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Public Interest, Vital Interest, Legal obligation, Legitimate Interest|
|Registered Social Landlords||Lettings, Transfers and Mutual Exchanges, Public Interest, Vital Interest, Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Performance of Contract, Legitimate Interest, Public Interest, Vital Interest|
|Support Service Providers||Provision of identified and agreed support requirements||Legitimate Interest, Vital Interest, Performance of Contract, Specific Consent|
|Voluntary Sector organisations||Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Public Interest, Vital Interest|
|Water Utility Companies||Correct Billing Dates / Prevention & Detection of Fraud, Legal obligation on landlords (Welsh Water customers), Vulnerable person data in an emergency as defined by the Civil Contingencies Act 2004||Statutory & Legal obligations, Legitimate Interest, Public Interest, Vital Interest|
|Web Service Provider||Provision of Online Tenancy Account||Performance Of Contract|
We use a number of data processors who act on our behalf to process personal data.
All these organisations are subject to the same legal rules and conditions for keeping personal confidential data secure. We ensure that our partner agencies have contracts / data processing agreements which outline that your information is processed under strict conditions and in line with the law. Platform Housing Group Limited remains the data controller (the organisation responsible for determining the purposes for which and the manner in which personal data is used under the Data Protection Act and General Data Protection Regulation) of such information at all times.
When we are relying upon your consent as stated in Section 4 to process personal information, you can withdraw this by contacting us using the details at the bottom of this page (unless there is a legal basis for processing).
Examples of where you may withdraw your consent are:
We have put in place appropriate operational, technical and security measures to reduce the risk of your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. This includes use of encryption where relevant. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We and our business partners are based in the UK but sometimes your personal information may be transferred outside the European Economic Area. If we do so, we’ll make sure that any transfers will be done securely and only after assessing the adequacy of local data protection laws and regulations.
You should tell us so that we can update our records using the details in the Contact Us section of our website, by calling our Contact Centre on 0333 200 7304 or by logging on to your account via the Online Portal. We’ll then update your records where appropriate.
We’re unable to provide you with a tenancy, lease, home sales, landlord or “Heat Network” service if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.
In this section monitoring means any; listening to, recording of, viewing of, intercepting of, or taking and keeping records of calls, email, text messages, social media messages, CCTV, in person (face to face) meetings and other communications.
We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.
Currently, no decisions are made about you using only technology, where none of our employees or any other individuals have been involved.
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
These rights don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are applicable or not.
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: ico.org.uk
You can also contact us using the details below.
The current Data Protection law provides individuals with rights over how their personal data is processed. These rights entitle you to a copy of your information; confirmation that your data is being processed; confirmation on how and why your data is processed; the purposes for which it is used; and to whom your data may be disclosed.
Further information can be obtained by emailing: firstname.lastname@example.org or contacting us using the details below.
You can opt out of any direct marketing email or text by following the unsubscribe links. If you receive a marketing call from us, you can ask the person who called you to opt you out.
You can also write to us at:
Platform Housing Group, 1700 Solihull Parkway, Birmingham Business Park, Solihull, B37 7YD, marking it for the attention of the Data Protection Officer.
Cookies are small text files which, with your permission, are placed on your computer's hard drive by websites that you visit. They are widely used to help websites work more efficiently, to analyse web traffic and to gather information about your preferences.
We use traffic log cookies to identify which pages of our website are being used. This helps us improve our website and tailor it to our visitors’ needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Cookies do not enable us to identify you personally and do not give us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from using all the functions of the website.
Here is a list of cookies used on our website
Our website contains links to other third-party websites of interest. When you use these links to leave our site, please be aware that we do not have any control over these external websites.
We cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and they are not governed by this privacy statement.
You should be careful about the information you provide and look at the privacy statement applicable to the individual website.
Our website uses Google Analytics to analyse the traffic on our website. For more information on Google's services please go to www.google.com/analytics