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Privacy Policy

We are committed to respecting and protecting your privacy. This privacy statement sets out how we process any personal data about you that we collect. Please read this carefully to understand our views and practices relating to your personal data and how we will treat it.

1. Who are we, and how will we use your personal data?

Homehunt Partners consisting of Borders Choice Homes, Castle Rock Edinvar Housing Association, East Lothian Housing Association, Link Housing Association, North East Scotland, Ochil View Housing Association and Caledonia Housing Association hereafter known as Homehunt Partners, are registered data controllers within the terms of the Data Protection Act 1998. Homehunt is the operating name for our choice based lettings system facility that is provided by Housing Partners and we operate IT systems which process personal data for customers of the partner landlords. . In this privacy statement, the Partners are referred to together as “we” or “us”. Please note that references in this privacy statement to personal data also include any sensitive personal data, as detailed in paragraph [2]. The information given in your Registration form, Priority Pass, and any additional information that you provide, together with any information that your lead landlord obtains about you from a third party will be held and used in accordance with the Terms of Use of this website. We will not disclose any information about you without your consent unless we are required by law to do so. We may share information about you with other landlords who are not Homehunt Partners.

We will:

  • 1.1 collect only as much personal data as we need to manage your registration, and meet our obligations to provide information to other authorities and agencies;
  • 1.2 only keep your personal data for as long as we need it to provide you with services and to supply statistical reports;
  • 1.3 keep your personal data secure at all times and destroy it when we no longer need it.

2. What personal data will we hold about you?

By completing this online form you are giving your consent to processing your data, including sensitive personal data. Sensitive personal data includes information about your racial or ethnic origin, your health, religious belief, sexual life, committed or alleged offences including court proceedings and sentencing. Only sensitive personal data that is relevant to your housing application will be processed. You have the right to see and obtain a copy of any personal information that is stored about you on this website and have inaccuracies corrected.

  • 2.1 When you become a tenant or occupant personal data about you which was collected by Homehunt Partners when you registered for housing and when you were being considered for a vacant property will be passed to your partner landlord. Information about you and your household may be kept by the partner landlord for as long as you are a tenant or occupant with that landlord.
  • 2.2. We may also receive personal data about you from other people or organisations. This may come from someone you asked or authorised to provide personal data and in some cases it will be provided to us in confidence.
  • 2.3 Some of the information we ask you for is defined as sensitive personal data. Three types of sensitive personal data, if applicable to you, would be processed by us for the following purposes:
    • 2.3.1 Information about your racial or ethnic origin is processed for equalities monitoring. Any statistical or research reports will not personally identify you.
    • 2.3.2 Information about your physical or mental health is processed to help us to provide you with the most suitable services throughout your relationship with us.
    • 2.3.3 Information about alleged or proven offences by your or members of your household, or related court cases, may be processed by us if it appears relevant to the management or sustainment of your tenancy.
  • 2.4 Other categories of sensitive personal data are unlikely to be relevant to your relationship with us. We would not expect to process these without seeking further consent from you.
  • 2.5 If you ask us not to process some or all sensitive personal data, or any other categories of information, the services which we are able to provide may be restricted.

    You will not personally be identified in any reports making use of statistical information.

3. Your Rights

Where practicable we try to make it clear what personal data we are receiving and processing about you. Any personal data you give us on paper forms or on line will be incorporated into your records. You have a right to ask us for copies of the personal data we hold, excluding certain statutory restrictions for example where a third party can be identified from that information. If you find factual errors in our records of your personal data you can ask us to correct them.

4. Complaints and appeals

If you are dissatisfied with any aspect of our handling of your personal data you may raise a formal complaint with us, and you may also seek assistance from the ICO.

5. Updates

If we change the way in which we use your personal data, we will update you. We will also highlight any updates on our website.

I have read this notice and / or its contents have been fully explained to me. I understand that by submitting this registration form I am consenting to the use of my personal data by partnering landlords using Homehunt choice based letting as is described in this form.

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