The Riverside Group is a charitable registered provider of
social housing. We work in three areas: social housing, care and
support, and home ownership. A number of other organisations are
also part of the Group:
Irvine Housing Association is a charitable housing association
in Scotland, Prospect develops homes for sale and Evolve provides
us with maintenance services.
We at the Riverside Group need your information so that you can
benefit from our services. Although we are 'data controllers' the
information is still yours. You have rights and we have
Your basic right is that we must process your information
lawfully, fairly and transparently. This privacy notice, which
follows guidance given by the Information Commissioner's Office at
Privacy Notices, is part of being transparent - being open and
clear so you can check that we are being lawful and fair.
In the spirit of transparency we will avoid jargon, but please
note that 'personal information' is information about you from
which you can be identified, whether directly or indirectly; and
that 'processing' personal information, includes obtaining,
recording, using, sharing, holding and deleting it.
This notice tells you
- what information we are processing and why
- in particular, what we might share, who with, and why
- the lawful basis for processing in each case
- how long we will retain your information
- how we will keep it safe, and
- what your rights are
We will process your information when you are applying for
housing for rent or sale, and then when you are living in a
property. When you ask for care and support we will process it for
those purposes. In exceptional circumstances, we will process it in
the public interest for safeguarding purposes or to combat crime.
And we will process it in order to monitor equality and
These purposes are discussed below, but some general things can
be said first.
We won't sell your information or make it available to anyone to
make commercial use of.
When we ask someone to process your information on our behalf -
for example, when we provide contractors with information so they
can repair your property - they will be obliged to do what we tell
them to do with the information and nothing else, and they will be
bound by strict requirements as to confidentiality and security,
including deleting or returning the information at our request once
the work is completed.
The lawful basis for processing will be one or more of the
- it is necessary for assessing your tenancy application, or
operating your tenancy agreement or our contract with you, or
- it is to assess your eligibility to apply for a shared
- it is necessary for compliance with a legal obligation, or
- it is in the legitimate interests of us or someone else,
- you have given your explicit consent (or there are exceptional
We will only rely on our legitimate interests if we are
confident that they are not outweighed by your rights and
However, if the information is about your health or social care,
or something else you can expect to be kept private, we will always
seek your explicit consent unless there are exceptional
circumstances. They are when processing, in particular sharing,
- a proportionate response to a pressing public interest need
(see below), or
- the law requires or permits it (and it is appropriate to apply
the permission), or
- a court has ordered it.
When we seek your consent we will tell you precisely what the
information is, what we want to do with it, and why. In particular,
we will tell you who we might want to share it with and why.
We must ensure your consent is freely given - not the result of
undue pressure from us or anyone else - and that you understand
your consent can be withdrawn at any time.
Having said that, when a service is dependent on certain
information being used or shared and you don't consent to that, the
service won't be as good as it could be, or we might not be able to
provide it at all.
We may transfer your information outside of the EU in limited
circumstances. If we do you can expect a similar degree of security
and protection as if it were processed within the EU.
Applying for housing
We will need your name, date of birth, address, nationality and
contact details, so we can verify your identity and communicate
We may need your income and outgoings, including any benefits
you receive, banking or credit union references, and your credit
rating, to confirm that you can afford the tenancy and will make
regular payments. In Scotland we won't ask for your income and
outgoings for housing allocations purposes.
The lawful basis is that the above information is necessary for
assessing your application and entering into a tenancy agreement
We will ask you for details of conditions, disabilities or care
needs you or members of you household might have, so that we can
assess your need for housing in accordance with the allocation
criteria, give you suitable housing or adapt it to meet your needs.
That will be with your explicit consent or in the case of
information about other adult household members in the public
interest, but if you withhold this information you might not get
the housing you need.
We may ask you for details about your previous tenancies and
details of arrears, eviction and certain convictions so that we can
assess your need for housing in accordance with the allocation
criteria that will be with your explicit consent or in the case of
information about other adult household members in the public
We may receive applications for housing containing all of the
above information where you have applied for housing using a choice
based letting scheme for your local area.
Living in a property and receiving services
In addition to the above, we will need information about repairs
and maintenance so we can keep the property in good repair. That
information may contain personal information about you. The lawful
basis is that the information is necessary for the operation of the
We may process information where you make a complaint or where
we receive a complaint. The lawful basis is that the information is
necessary for the operation of the tenancy or our contract with
We may share information about you with another housing
association if we transfer ownership. We may share information
about your rent with your local authority to enable them to set
your housing benefit. We may share identity information and
information about your tenancy with utility companies so they can
provide their services and charge the right people. We may use your
data to monitor and evaluate the quality of the services we provide
to you. We may share information about your rent payments with
Experian in order to help build up your credit rating. The lawful
basis for these disclosures will be legitimate interests.
We may operate CCTV in and around some of our properties. Where
we do this we will ensure that there is adequate signage so that
you know there is CCTV in operation. The lawful basis for operating
CCTV will be legitimate interests.
We may record calls to our customer service centre and customer
advice services for training and monitoring purposes we will retain
this data for six months. The lawful basis for this recording is
We might also be given or seek information about your conduct as
a tenant, including towards your neighbours. The lawful basis will
be the continuing operation of the tenancy and/or to comply with
our legal obligations as social housing landlords. In exceptional
cases we will have to share the information in the public interest
We provide information to the Ministry for Housing Communities
and Local Government for a data collection program known as the
Continuous Recording of Social Housing Lettings and Sales or 'CORE'
the data is used for research and policy making only. The legal
basis for this processing is that the processing is necessary for a
task carried out in the public interest and for reasons of
substantial public interest (see below). You can find out more
about how your information is used by reading the CORE privacy
notice. The provision of CORE information does not apply to
Buying a home
If you apply for shared ownership we will process the
information you provide on the application form, as well as the
credit checks and references you consent to. We will retain that
information together with copies of your reservation and loan
The lawful basis will be that the processing is a necessary step
towards entering into a contract with you or a necessary part of
performing it as the above information is necessary for assessing
your application and eligibility to purchase.(in addition to your
consent to the credit checks and references).
We may use your information to provide you with updates on our
developments or other marketing information, but only if you have
consented. The lawful basis will be your consent which we will ask
for when you first contact us. You will be able to withdraw it at
If you give us notice of right to buy under a preserved right to
buy, we will process and retain the information in your notice on
the basis will be that the processing is a necessary step towards
entering into a contract with you or a necessary part of performing
We are taking part in the Voluntary Right to Buy - Midlands
Pilot. In addition to information provided in this privacy notice
the following also applies to information we process under the
Voluntary Right to Buy.
The information you provide to us when applying for Voluntary
Right to Buy will be used to assess your eligibility and, if
successful, process your application.
The collection and processing of your personal data is necessary
for the performance of a task carried out in the public interest to
meet a function of the Crown, a Minister of the Crown or a
The information provided may be shared with other organisations
as part of the application process and/or for evaluation
The organisations it may be shared with include:
- Other housing associations participating in the pilot,
particularly if you are using the portable discount
- The National Housing Federation (NHF) for monitoring
- The Ministry of Housing, Communities and Local Government
(MHCLG) for monitoring purposes, and for evaluation work and
research. MHCLG Privacy notice
can be found here
- Homes England for monitoring purposes, and for purposes of
payment of the discount.
- Organisation(s) appointed on behalf of the Ministry of Housing
Communities and Local Government (MHCLG) to undertake evaluation
work and research.
- Other organisations as necessary for confirming your
eligibility and providing assurance needed for the prevention of
fraud and other illegal activities.
Care and support
We will need your name, date of birth, and contact details, and
relevant conditions or disabilities or care needs, in order to
provide you with care and support.
It may be your information should be shared with other agencies
or professionals so they can help provide your care and support.
That will be with your explicit consent, but you should be aware
that if you do not consent you might not get the care and support
However, if you lack the mental capacity to make a particular
decision about your information, and processing it, including
sharing it, would be in your best interests, we will process it on
your behalf. When we do so we will follow the Mental Capacity Act
and its Code of Practice which can be found at
in England and in Scotland the Adults with Incapacity (Scotland)
In some circumstances we will process, and in particular share,
your information in the public interest including to protect
someone from harm, or combat crime, or for public health and public
Combating crime includes preventing and reducing crime, and
assisting investigations and prosecutions. It covers all crimes
including unlawful violence, public disorder and fraud.
Before acting in the public interest we must consider the facts
of each case carefully. We must be able to show the particular use
of the information was a proportionate response to a pressing
We won't process your information to protect you from harm
without your permission, unless the harm amounts to a crime or you
lack mental capacity (see above).
Equality and diversity
We support and encourage equality and diversity, we oppose
discrimination, and we protect and promote human rights.
In accordance with equality legislation we may ask you for your
'protected characteristics', namely, age, disability, gender
reassignment, marriage & civil partnership, pregnancy &
maternity, race, religion & belief, sex & sexual
We ask for those things so we can give everyone an equal
opportunity to access our services, but also in order to understand
you and your particular needs better.
You needn't answer any questions you would prefer not to.
The lawful basis is equality of opportunity and treatment under
Schedule 1 of the Data Protection Act 2018.
We will only share your answers with someone else with your
explicit consent, unless there are exceptional circumstances (see
You will find further information and advice on the website of
the Equality and Human Rights Commission: https://www.equalityhumanrights.com/en/advice-and-guidance
The links below are to guidance given by the Information
Our processing of your information should be
fair and lawful.
We should obtain your personal information only for
specified purposes and each purpose should have a
lawful basis. We won't use it for a purpose that is
incompatible with the original purpose, unless we have your
agreement or the law requires it.
The information should be
relevant and adequate and no more than is needed. When we can
we will modify it so it doesn't identify you. However, in most
cases it will only serve a purpose if it is clear that it is about
It should be
accurate and up-to-date.
retain it for longer than we need to. We follow national
guidance including the National Housing Federation's guidance on
document retention you can find this guidance
And it must be
safe and secure. We will employ measures to ensure security
compliance by working towards a framework to ensure
confidentiality, integrity and availability of your data. We will
have security policies in place and will apply a risk based
approach to the protection of personal data using appropriate
technology, robust procedural controls and continual assessment of
the effectiveness of these controls.
You also have the right of
access to your information and for it to be
rectified as appropriate.
You have the right to
portability so that your information can be used in different
In certain circumstances, you have the right to
object to processing, for processing to be
restricted, and even for the information itself to be
Underlying all these rights you have the right to complain or
raise concerns. You should contact the Data Protection Officer, The
Riverside Group Limited, Estuary Boulevard, Estuary Commerce
Park, Liverpool, L24 8RF; telephone number 0345 111000; email
You can also complain to the Information Commissioner's Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone
number 0303 123 1113 local rate or 01625 545 745 if you prefer to
use a national rate number.
We keep this privacy notice under regular review. It was last
updated in October 2018.