Your details are held and processed by us for the purpose of helping you to find accommodation within one of our premises.

We might have your name, email address, or other contact details and this may be held by the company in electronic or paper form.

The purpose of this privacy notice is to make you aware of how and why we use your personal information during the resident selection process.

Your data is stored on secure pass worded computers in a locked office within the UK.

Sending data over the internet is not generally completely secure and we are not able to guarantee the security of your data whilst it is in transit.

Any data you send us is at your own risk.

We may pass on your information if we have a legal duty to do so.

We will not share your data with any other organisations for marketing, market research or commercial purposes.

We comply to the GDPR (General Data Protection Regulation) which came into effect May 2018.

We use up-to-date industry procedures to keep personal data as safe and secure as possible and to protect against loss, unauthorised disclosure or access.

We collect information directly and from third parties such as previous landlords and carry out background checks.

We may also collect and process the following special categories of potential resident information if they are applicable:

  • Whether or not you have a disability
  • Information about your racial and ethnic origin, religious or philosophical beliefs and sexual orientation
  • Information about criminal convictions and offences

Lawful basis for processing personal data

Our lawful basis for processing personal data for potential residents:

  • To comply with regulatory requirements
  • For defence against possible legal claims
  • To maintain accurate resident records
  • To ensure compliance and resident statutory and contractual rights
  • For the management, planning and organisation of work
  • To advise individuals about residency issues

Uses made of the information

We will use any information you send us only for the specific purpose that it was sent. By sending us information directly, you consent to the use of your information for the purpose you have intended.

We will not share your personal information with any other third party unless we are required to do so by law or to manage the application process. The third parties we may share your information with include:

  • External organisations for the purpose of conducting background checks
  • Former landlords to obtain references
  • Professional advisors such as lawyers

We will not transfer your personal information to countries outside of the European Economic Area.

We do not envisage that any decisions will be taken about you based solely on automated decision-making, including profiling.

Retention Period

We will retain personal data for a period of six years after a residents license has ended.

We will retain personal data from unsuccessful applicants for a period of six months after the application process.

All records from unsuccessful applicants will be destroyed three months after the appointment has been filled unless otherwise agreed with the applicant.

Changing the information we hold about you

You may request details of personal information which we hold about you under GDPR.  If you would like a copy of the information held on you, please contact us at Plymouth Charity Trust, 41 Hele’s Terrace, Prince Rock, Plymouth, PL4 9LH.

If you would like to change any information we hold about you or want it to be removed please contact us at Plymouth Charity Trust, 41 Hele’s Terrace, Prince Rock, Plymouth, PL4 9LH.

December 2020