How we look after your personal information
    As your landlord, One Housing Group Limited (or its subsidiaries TPHA, Citystyle Living or One Direct Maintenance Limited) collects personal information from you. This is collected when you apply for housing with us and during your tenancy or while you are a shared owner or leaseholder.

    We collect your information for the following purposes:

    • to allocate you a property,
    • to manage your tenancy or lease and the One Housing property it relates to,
    • to monitor compliance with the terms of your tenancy agreement or the lease, including checking for tenancy fraud,
    • to deliver support to you or any member of your household within an agreed support plan,
    • to carry out surveys to monitor and improve our services.

    Information security

    Your personal information will be stored on our computer systems. It is held securely and we have security measures in place to prevent it from being accessed by any unauthorised person.

    Who we share your information with

    From time to time we may need to provide third parties with personal information relating to you or members of your household.

    These third parties include:

    • the police
    • local authorities, for example social services, anti-social behaviour teams, Council Tax and Housing Benefit departments
    • the National Anti-Fraud Network, National Fraud Initiative and credit reference agencies
    • repairs and maintenance contractors
    • tracing and/or debt collection agencies.

    One Housing Group Limited endeavours to deal with instances of rent arrears without involving third parties. However, in cases of unresolved arrears, and where arrears remain outstanding after termination of a tenancy agreement by either party; we may disclose personal details to tracing and/or debt collection agencies.

    We may also pass your contact details to our repairs and maintenance contractors where necessary to arrange appointments.

    We will only share information with these parties to accomplish the purposes outlined above. All information sharing is subject to the relevant information sharing protocol.

    We may also disclose your personal details if required to do so by law or any governmental body.

    Files may be viewed by external parties such as local authority contract managers, Inspection teams and auditors as part of monitoring, audits and service reviews.

    Your information may be shared internally between One Housing and the subsidiary entities set out above.

    How long we hold your information

    We will hold information relating to you for as long as you hold a tenancy with us. If you move and become a former tenant we will retain your tenancy information for five years after which we will dispose of it securely.

    How to apply to see the personal information One Housing  holds about you

    You have the right to access the personal information we hold about you. If you wish to receive a copy of these details, please write to one of the addresses below. We will respond to you within 40 days of receiving the following:

    • standard £10.00 administration fee. 
    • confirmation of your identity so that we can ensure that we do not disclose your information  to someone pretending to be you
    • any other information we need to process your request. If we need further information we will contact you as soon as possible once we have your request.