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We're serious about protecting your privacy. Our privacy notice details what personal data we collect about you, how we use it, why we use it and who we share it with. 

If you have any questions about data protection, please contact our Data Protection Officer by calling 01732 749400 or emailing dataprotection@wkha.org.uk. 

  • Tenants

    This applies to all current and former tenants of West Kent. We collect and process personal information to manage our tenancy agreement with you. 

    What types of information do we collect about you?

    Information we collect from you

    Information collected throughout your tenancy

    • Name
    • Contact details
    • Date of birth
    • Next of kin details
    • Payment details
    • Financial details
    • National insurance number
    • Income and benefit details
    • Photographs
    • Health information (including sickness and disabilities)
    • Right to work documentation (including passport and driving licence)
    • Proof of housing eligibility
    • Relationship status and dependants
    • Criminal convictions
    • Protected characteristics (including gender, race, ethnicity, religion or philosophical belief and sexual orientation)
    • Start and end dates of tenancy
    • Information contained in housing register application (including financial information and references)
    • Information about the tenancy agreement
    • Contact history
    • Tenancy records (including repairs, anti-social behaviour, pets)
    • Complaint records
    • Termination records (including notices, recharges and court documents)
    • Mutual exchange documentation

    We will ask for this information under the tenancy agreement we hold with you. If you fail to provide personal information when requested, we may not be able to uphold the tenancy agreement, we may not be able to comply with our legal obligations, and you may not be able to exercise your statutory or contractual rights. 

    Why do we process your personal data?

    We use your personal data to: 

    • Determine eligibility for social housing - including assessing your financial circumstances, considering any relevant criminal offences, and taking details of people in your household. 
    • Maintain and enforce the tenancy agreement - including charging and collecting rent, investigating breaches of tenancy, and providing a repairs service to you. 
    • Complying with our legal obligations - including the detection of fraud, safeguarding, and complying with equality and diversity legislation.
    • Providing an effective housing management service - including keeping records of contact with tenants, providing references to other landlords and complying with regulatory standards. 

    We will only process your personal information when the law allows us to. We believe you have a reasonable expectation, as our tenant, that we will process your personal data. 

    The lawful bases we rely on to use your personal data are: 

    • To uphold the tenancy agreement we have with you
    • To comply with our legal obligations
    • To protect your vital interests, or to protect someone else's vital interests
    • Where it is necessary for our legitimate interests
    • Where you have given consent to the processing. 

    Our legitimate interests are: 

    • Pursuing our business by assisting tenants with managing their tenancy and finances
    • Pursuing our business by recovering money owed to us
    • Protecting and maintaining our assets and housing stock
    • Asking for opinions and feedback from our customers to improve our services
    • Performing effective internal administration
    • Protecting our confidential information
    • Establishing, exercising or defending legal claims. 

    Who do we share your personal data with?

    Your personal data is only accessed internally by the individuals and teams that need it to carry out the purposes above. For example, our Finance team use your payment details to charge you rent, and our Tenancy Services team use your tenancy records to check you are complying with the terms of your tenancy agreement. 

    We may share your data with the following categories of organisations: 

    • Contractors providing services to West Kent, such as repairs and maintenance 
    • Local authority teams such as benefit departments and social services
    • Government departments such as the Ministry of Housing, Communities & Local Government
    • Public services such as the police
    • Support services such as financial assistance or personal care services
    • Other housing associations
    • Utility companies
    • Tracing agents
    • ICT service providers
    • Auditors
    • Professional advisers, such as solicitors
    • Regulators. 

    How long do we hold your information?

    Most of your personal information will be retained for six years after your tenancy comes to an end. This includes records of rent payments, contact history with you and details of any breaches of tenancy, such as anti-social behaviour. 

    The exceptions to this are: 

    • Information will not be retained if it has no bearing on the ongoing tenancy with us
    • Information such as criminal convictions will be retained for as long as necessary for verification purposes, and then deleted unless deemed relevant to the ongoing tenancy with us. 

    We do not envisage that any of your personal data will be transferred outside the European Economic Area.

    We do not envisage that any decisions about you will be made by automated decision making. 

  • Job applicants

    This privacy notice applies to all job applicants to West Kent, whether directly or indirectly through an agency. We collect and process personal information to manage the recruitment process. 

    What types of information do we collect about you?

    Information we collect from you

    • Name
    • Contact details
    • Information contained in application (including CV and personal statement)
    • Interview notes
    • Right to work documentation (including driving licence and passport)
    • Qualification certificates
    • References
    • Salary, benefits and pension entitlement
    • Professional memberships
    • Criminal convictions
    • Health information (including disabilities)
    • Protected characteristics (including gender, race, ethnicity, religion or philosophical belief, and sexual orientation)

    We will ask for this information to process your application for recruitment, You are under no statutory or contractual obligation to provide this information during the recruitment process. If you fail to provide personal information when requested, we may not be able to enter into an employment contract with you, we may not be able to comply with legal obligations, and you may not be able to exercise your statutory rights. 

    Why do we process your personal information? 

    We use your personal information to:

    • Manage an effective recruitment process - including assessing your suitability for employment.
    • Comply with legal obligations - including checking your right to work in the UK, complying with our duty to make reasonable adjustments and monitoring and reporting on equal opportunities. 

    We will only process your personal information when the law allows us to. We believe you have a reasonable expectation, as a job applicant, that we will process your personal data. 

    The lawful bases that we rely on to process your personal information are:

    • To determine whether to offer you a contract, or to enter into a contract with you
    • To comply with our legal obligations
    • Where it is necessary for our legitimate interests
    • Where you have given consent for the processing. 

    Our legitimate interests are:

    • Pursuing our business by hiring employees
    • Performing effective internal administration
    • Managing the recruitment process
    • Conducting due diligence on prospective staff
    • Establishing, exercising or defending legal claims. 

    Who do we share your personal data with? 

    Your personal data is only accessed internally by the individuals and teams that need it to carry out the purposes above. For example, members of the interview panel will receive copies of your personal data. 

    If your application is successful, we may share your personal information with: 

    • Organisations who carry out pre-employment reference and background checks
    • The Disclosure and Barring Service, to obtain a criminal record check if necessary
    • Former employers, to obtain references
    • Professional advisers, such as solicitors
    • Regulators. 

    How long do we hold your information?

    If your application is unsuccessful, most of your information will be retained for six months after the end of the recruitment process. 

    The exceptions to this are: 

    • Where the law requires us to keep information for longer
    • Information which we deem to protect us against legal risk, which we will keep for six years.

    If your application is successful, we will retain the information collected during the recruitment process for the duration of your employment, in line with the Employee Privacy Notice. 

    We do not envisage that any of your personal information will be transferred outside of the European Economic Area.

    We do not envisage that any decisions about you will be made by automated decision making. 

Your rights

You have the following rights regarding your data, under data protection legislation. We will respond to any requests under data protection law within one calendar month.

  1. The right to be informed - this privacy notice is our way of informing you how your data is used. 
  2. The right of access - you can request a copy of all the information we hold about you to check that we are lawfully processing it. 
  3. The right to rectification - you can request that we rectify information about you that is incorrect. 
  4. The right to erasure - also known as the right to be forgotten. You can request that information about you is deleted. 
  5. The right to restrict processing - you can request that we pause processing your data so we can verify the lawfulness of processing. 
  6. The right to object - you can request that we stop processing your information if you feel that the processing is not lawful. 
  7. The right to data portability - you can request that data is transferred to another party so it can be reused across services. 

Where you have given consent for us to use your personal data for specific purposes, you have the right to withdraw this consent at any time. If you would like to exercise any of the above rights, please contact our Data Protection Officer on the contact details above. 

The Information Commissioner's Office (ICO) is the regulator for data protection in the UK. You have the right to make a complaint to the ICO if you feel that we have not complied with your data protection rights.