Privacy notice

Richmond Housing Partnership Limited (RHP Group) is a charitable Community Benefit society registered with the Financial Conduct Authority under the Co-operative and Community Benefit Societies Act 2014 (registered no 30939R) and with the Regulator of Social Housing (number L4279). Our registered office is 8 Waldegrave Road, Teddington, TW11 8GT.

This privacy notice supports our data protection policy and provides details about how we treat your personal information.

We promise:

• to keep your data safe and secure
• treat any data concerns you may have as a priority.      

This privacy notice aims to give you information on how we collect and process your personal information through your use of this website.  It makes you aware of how and why your personal information will be used, namely for the purposes of the performance of our contract with you as our customer, and how long it will usually be retained for.

It provides you with certain information that must be provided under the General Data Protection Regulation (EU) 2016/679 (‘the GDPR’), the Data Protection Act 2018 and any subsequent legislation.

This notice primarily covers how we use information relating to our customers, website visitors and people who interact with or do business with us by using our website. In these cases, we will be the “data controller” for the purposes of data protection law.

We collect information when you register with us or express interest in any of the services we provide. Information about you may be passed on to us via local authority bodies as we are providing affordable housing, shared ownership, leasehold and supported living. 

For further information please see our Customer Privacy Notice which covers the use of customer data. 

If you apply to work for us or you work for us, the information we hold about you will have been provided by yourself. We also collect information about you from internal sources, such as your manager, and in some cases, external sources, such as referees and government agencies like the Disclosure and Barring Service.

For further information please see our Job Applicants and Employees Privacy Notice. 

When using our website, we collect the below information from visitors:

• feedback (general questions and specific feedback on the website)
• requests for information
• survey responses
• site usage information (from session cookies and log files)
• Information about your computer and about your visits to and use of this website (including your IP address, your cookie preferences, geographical location, browser type, referral source, length of visit and number of page views)
• information relating to any transactions carried out between you and us on or in relation to this website 
• information that you provide to us for the purpose of registering with us or subscribing to our website services including name, address, email, telephone number and, where relevant, the type of property you are looking for
• any other information that you choose to send to us.

We do not pass on any personal information you have given us to any other site. The system will record your email address, and other information if volunteered to us by you, for example on the Feedback forms. This will be treated as proprietary and confidential.
Where the website contains links to other websites.

This privacy notice applies only to sites administered by RHP. You should always be aware when you are moving to another site and read the privacy statement of any site which collects personal information.

We need information to allow us to perform our contract with you and to enable us to comply with our legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.

The situations in which we will process your personal information are listed below:

• to register you as a customer
• to communicate with you about your tenancy or support package
• to administer our waiting lists
• to administer housing, property care services
• to perform our contract or service to you
• to manage our relationship with you, including notifying you about changes to our contract or services or asking you to provide us with feedback
• to administer the website and improve your browsing experience by personalising the website
• to protect the organisation from tenancy fraud
• to comply with any legal or regulatory obligation
• to maintain our accounts and records
• to support and manage our employees, agents and contractors
• as part of our marketing and promotional activities (if you agree)
• to provide relevant website services, for example, raising a request for us to contact you, to report a complaint and to make payments
• to monitor the usage of websites to help us improve our services
• to produce anonymous statistical information about our website users to help us develop our website and services.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

We do not use automated decision making or profiling however there may be occasions where inadvertently we identify special category information about you. 

For example, your ethnicity, religion, sexual orientation or disability may be evident from:

• photographs
• video footage
• face to face meetings
• statements you provide to us
• declaration of interests
• social media.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

You may also have the right, in certain circumstances, to request that we delete your personal information, to block any further processing of your personal information or to object to the processing of your personal information. There are some specific circumstances where these rights do not apply and we can refuse to deal with your request.

If we are processing your personal information based upon your consent (e.g. as part of our marketing or promotional activities or to make a voluntary referral to an external agency), you have the right to withdraw your consent at any time.

If you require any further information about your right to rectification, erasure, restriction of or object to processing or you wish to withdraw your consent please contact us. 

We take any complaints we receive about the collection and use of personal information very seriously. We would encourage you to bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate. You can make a complaint at any time by contacting us. 

If you think our collection or use of personal information is unfair, misleading or inappropriate or if you have concerns about the security of your personal information, you also have the right to make a complaint to the Information Commissioner’s Office.

You can contact the Information Commissioner’s Office at the following address:

Information Commissioner’s Office, 
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Please contact us if you have any questions about our privacy practices or the information we hold about you.

You can do so via one of the contact details below:

• Email: [email protected]
• Post: Data Protection Team, RHP, 8 Waldegrave Road, Teddington, TW11 8GT.
• Telephone: 0800 032 2433 

We have appointed a Data Protection Officer to oversee our compliance in line with Data Protection legislation.

Our Data Protection Officer is Kasandra Silcott. If you have any questions about this privacy notice or how we handle your personal information, please contact our Data Protection Officer using the details above.

Our privacy notice will be regularly reviewed, and it may change at any time in the future, we encourage you to check our privacy notice whenever you visit our website.

Our website uses cookies. By using our website, you agree to this privacy statement and you consent to our use of cookies in accordance with the terms of this statement.

RHP uses One Trust to monitor our cookie use. The technology automatically scans a website to identify all trackers and allows organizations to generate a tailorable cookie consent banner, cookie preference centre and cookie list.

You can learn more about cookies and how to manage them yourself on www.aboutcookies.org  

You can learn more about the cookies we use on our website by reading our Cookie Policy.