Privacy policy

Why do we process your personal information?

We process your personal information, including any special categories of personal information, in connection with managing your tenancy. This would also include us dealing with any housing applications that you might make, and things such as antisocial behaviour, insurance claims, complaints and appeals; and we process this information either because it’s necessary for us to do so in order to manage your tenancy or because there are laws that allow us, or require us, to process it.

If you didn’t give us this information, we wouldn’t be able to provide you with a tenancy.

Sometimes we process your personal information because, as a business, we have a legitimate interest in doing so. We only do this, though, when we’re confident that you would reasonably expect us to do so, for example, when you help us with surveys that we’re undertaking in order for us to improve the service that we give to you.

In some instances, we may require your consent in order to process your personal information. If we do, we will make this clear to you and will not process your information unless you consent to us doing so. You will then be given the option to withdraw your consent at any time.

What personal information do we process and where do we get it from?

Most of the personal information that we process is information that you’ve given us about you and the people who live with you. This includes things like your name, address, telephone numbers, date of birth, national insurance number, gender and bank account details. We also process special categories of personal information such as your race or ethnic origin, religion, and information concerning your health or sexual orientation, but will only do this where there is a lawful basis for us to do so, for example, where you have consented to us processing your information, where we need to process your information in order to protect your vital interests, or where there are laws that allow us, or require us, to do so. In addition to the above, when we deal with antisocial behaviour cases, we may process information relating to criminal convictions or allegations.

Sometimes we process personal information about you that we’ve been given by other organisations such as the local authority or the Police. This could include, for example, information relating to a housing application, housing benefit claim or support package, or something like antisocial behaviour. The other organisation would only share this information with us, though, where either you’ve given them permission to do so or the law allows them to do so.

Do we ever transfer your personal information outside of the UK?

Much of the personal information that we process at Trivallis is held electronically, either in our offices at Pontypridd or off-site in UK data centres. When the information is held off-site, we work closely with our software providers to make sure that this information is stored in accordance with the requirements of the General Data Protection Regulation (GDPR).

Some organisations which provide services to Trivallis may transfer data outside of the UK, but we only allow this if the data is adequately protected.

How long do we hold your personal information for?

In connection with managing your tenancy, we hold your personal information for a period of six years after your tenancy has ended and, usually, this is the longest that we will hold any of your personal information for. Information provided by other agencies and relating to the special needs of tenants, and records relating to offenders, are held only while the tenancy continues; and footage from Trivallis’ CCTV cameras is only retained for 42 days. At the end of this time, we’ll securely dispose of your personal information.

When we have to hold your personal information for longer than this, for example, on some of our computer systems, we’ll look to anonymise it.

What rights do you have?

You have a number of rights under the General Data Protection Regulation (GDPR).

You have the right to access the personal information that we process about you and, if you believe that the personal information is incorrect or incomplete, to have it corrected or deleted.

You have the right, in certain circumstances, to block the processing of your data and the right to object to some types of processing. You also have the right to lodge a complaint with a supervisory authority – the Information Commissioner’s Office for the UK.

Useful Links

For more information on individual’s rights, the Information Commissioner’s website:

https://ico.org.uk

Why do we process your personal information?

We process your personal information, including any special categories of personal information, in connection with managing issues such as the reporting of antisocial behaviour, claims against Trivallis, complaints and appeals, and shared cost works for people who aren’t tenants of Trivallis; and we process this information either because you’ve consented for us to do so or because there are laws that allow us, or require us, to process it.

If you didn’t give us this information, we wouldn’t be able to provide you with a service.

Sometimes we process your personal information because, as a business, we have a legitimate interest in doing so. We only do this, though, when we’re confident that you would reasonably expect us to do so, for example, when you help us with surveys that we’re undertaking in order for us to improve the service that we give to you.

When we require your consent in order to process your personal information we will make this clear to you and will not process your information unless you consent to us doing so. You will then be given the option to withdraw your consent at any time.

What personal information do we process and where do we get it from?

Most of the personal information that we process is information that you’ve given us about you and the people who live with you. This includes things like your name, address and telephone numbers. We also process special categories of personal information such as your race or ethnic origin, religion, and information concerning your health or sexual orientation but will only do this where there is a lawful basis for us to do so, for example, where you have consented to us processing your information, where we need to process your information in order to protect your vital interests, or where there are laws that allow us, or require us, to do so. In addition to the above, when we deal with antisocial behaviour cases, we may process information relating to criminal convictions or allegations.

Sometimes we process personal information about you that we’ve been given by other organisations such as the local authority or the Police. This could include, for example, information relating to something like antisocial behaviour. The other organisation would only share this information with us, though, where either you’ve given them permission to do so or the law allows them to do so.

Who do we share your personal information with?

We sometimes share your personal information with other people or organisations. This includes contractors working for Trivallis; organisations like the Ombudsman, to allow them to process any complaints that you might have made; or the Police and other agencies for the purposes of crime prevention or detection. We only do this, though, if you consent for us to do so, or where there are laws that allow us to do so, or if it’s necessary for us to do so in order for us to provide a service to you.

Do we ever transfer your personal information outside of the UK?

Much of the personal information that we process at Trivallis is held electronically, either in our offices at Pontypridd or off-site in UK data centres. When the information is held off-site, we work closely with our software providers to make sure that this information is stored in accordance with the requirements of the General Data Protection Regulation (GDPR).

Some organisations which provide services to Trivallis may transfer data outside of the UK, but we only allow this if the data is adequately protected.

How long do we hold your personal information for?

In connection with dealing with antisocial behaviour, we hold your personal information for a period of six years after the case has been closed and, for complaints and appeals, for two years after the case has been closed. In connection with shared cost work, we hold your personal information for a period of six years after the work has been completed. For claims against Trivallis, we hold your personal information as required in order to meet risk management and legal obligations. Footage from Trivallis’ CCTV cameras is only retained for 42 days. At the end of this time, we’ll securely dispose of your personal information.

When we have to hold your personal information for longer than this, for example, on some of our computer systems, we’ll look to anonymise it.

What rights do you have?

You have a number of rights under the General Data Protection Regulation (GDPR).

You have the right to access the personal information that we process about you and, if you believe that the personal information is incorrect or incomplete, to have it corrected or deleted.

You have the right, in certain circumstances, to block the processing of your data and the right to object to some types of processing. You also have the right to lodge a complaint to a supervisory authority – the Information Commissioner’s Office for the UK.

Useful links

For more information on individual’s rights, the Information Commissioner’s website:

https://ico.org.uk

Why do we process your personal information?

We process your personal information, including any special categories of personal information, in connection with surveys that we’re undertaking in order for us to improve the service that we give to you.

We may require your consent in order to process your personal information. If we do, we will make this clear to you and will not process your information unless you consent to us doing so. You will then be given the option to withdraw your consent at any time.

In some instances, we process your personal information because, as a business, we have a legitimate interest in doing so. We only do this, though, when we’re confident that you would reasonably expect us to do so.

What personal information do we process and where do we get it from?

Many of our surveys can be completed anonymously. Sometimes, though, we request that you provide us with your personal information in order for us to improve the service that we give to you. This includes things like your name, address, telephone numbers, date of birth and gender. If we process any special categories of personal information in connection with undertaking surveys, such as your race or ethnic origin, religion, and information concerning your health or sexual orientation, we will only do so where you have consented to us processing your information.

Who do we share your personal information with?

In connection with undertaking surveys, we don’t share your personal information with other people or organisations.

Do we ever transfer your personal information outside of the UK?

Much of the personal information that we process at Trivallis is held electronically, either in our offices at Pontypridd or off-site in UK data centres. When the information is held off-site, we work closely with our software providers to make sure that this information is stored in accordance with the requirements of the General Data Protection Regulation (GDPR).

Some organisations which provide services to Trivallis may transfer data outside of the UK, but we only allow this if the data is adequately protected.

How long do we hold your personal information for?

In connection with undertaking surveys, we hold your personal information for a period of two years after you have completed the survey.

What rights do you have?

You have a number of rights under the General Data Protection Regulation (GDPR).

You have the right to access the personal information that we process about you and, if you believe that the personal information is incorrect or incomplete, to have it corrected or deleted.

You have the right, in certain circumstances, to block the processing of your data and the right to object to some types of processing. You also have the right to lodge a complaint to a supervisory authority – the Information Commissioner’s Office for the UK.

Useful links

For more information on individual’s rights, the Information Commissioner’s website:

https://ico.org.uk