Grange Property Management, as part of Clarion Housing Group (Clarion) needs to process personal data in order to deliver our services to you:
- To provide property management & property maintenance services
- To deliver on our Group ambition to ‘transform lives and communities'
We are committed to treating your information securely, with respect and in line with data protection law.
You can access our full privacy notice on our website (www.grangemanagement.com), or ask us to send you a copy.
Recording personal information about you
Most information we hold will be collected from you but we may also obtain this from third parties such as solicitors and legal representatives, property agents, the local authority, previous landlords or other relevant community partner. We will always tell you why we need your information and how we'll use it. We will only ask you for information that is relevant and necessary to the delivery of our services.
Information we hold about you will vary dependant on the services we provide to you. For example, if we provide Property Management services, we will need your address and contact details in order to collect service-charges. Where we manage retirement properties, it’s helpful that we hold details for a key holder or next of kin in case we need to provide support.
Sometimes we need to share your information with other organisations that we work with or who provide services on our behalf. We will only share relevant details and we will ensure your information remains secure.
We may need to share information in order to provide services under contract (e.g. sharing your contact details with our maintenance contractors), or where it is in our 'legitimate interests' (e.g. telling utility companies that you’ve moved in and have responsibility for the bills). In these circumstances, we don’t need to ask for your consent. You have the right to object to processing based on 'legitimate interests'.
We will also share information:
- To meet our legal obligations
- In connection with legal proceedings (or where we are instructed to do so by Court order)
- To protect the vital interests of an individual (in a life or death situation)
When the information we need to share is defined as 'special category' (e.g. information about health matters), we will ask you for consent before we share unless we are required or permitted to share this by law. (e.g. for health and safety reasons or ensuring we are meeting our obligations around diversity and inclusion or social protection.)
Turn over for more examples of where we may need to share your information. Full details are available in our website privacy notice, including how we contribute to the work of the National Fraud Initiative (NFI).
Verification of Identity
We might need to ask you for proof of identity where this is necessary for the delivery of our services. For example, to ensure correct billing for service charges, if you ask us to change or update our records (e.g. if you get married and want to change your name) or if you make a Subject Access Request. We will also carry out appropriate security checks to verify your identity when we communicate with you or your representatives on the telephone.
Accurate and Up to Date
Please tell us if your information changes so we can keep it up to date. For example if you change your contact details (mobile number and email address). We won’t keep your information longer than we need to. Our Data Retention Schedule outlines how long information is kept – you can find out more about this on our website.
Communicating with you
We will use your contact details to send you information and communicate with you about all matters associated with your lease, tenancy, service or other primary relationship with Grange Property Management. We will not send you unrelated electronic 'direct marketing' (informing you about the range of services available at Grange or Clarion) unless you have agreed to this. We will never sell your details to 3rd parties for their marketing purposes. You have the right to object to direct marketing at any time, and any promotional communications will always include clear instructions on how to 'unsubscribe'.
You can ask for a copy of the personal information we hold about you. This is known as a Subject Access Request (SAR). You can also request information to be corrected, erased or transferred to another organisation. The best way to request this is to put your request in writing and include a copy of proof of address and valid ID. Further details outlining all of your rights in relation to your personal data are available on our website.
Examples of where we may need to share your information
Statutory Bodies such as Legal and Government organisations
- Local Authorities e.g. Environmental Health , Council Tax
- Health Authorities
- DWP and Housing Benefit agencies
- Our regulators including Regulator of Social Housing, Charity Commission, Financial Conduct Authority, Homes England, Greater London Authority, Charity Commission.
The Police and others within the criminal justice system
- HM Prison Service
- Youth Offending Teams.
- Solicitors or legal representative
- Lettings Agencies, Estate Agents or previous landlords
- Utility companies, e.g. gas and electricity providers
- Credit reference agencies & debt collection agencies.
- A nominated friend, family member or solicitor
- Local Councillor or MP
- Medical Professionals or legally appointed representatives.
Persons or organisations associated with Grange or Clarion
- Maintenance contractors
- Other companies within the Clarion Housing Group
- Other companies acting as an agent for Grange or Clarion Housing Group and/or its operating companies e.g. companies employed by us to carry out resident satisfaction surveys.
Email: email@example.comThe Data Protection Team Clarion Housing Group
Level 6, 6, More London Place
Clarion Housing Group includes a number of subsidiary organisations such as Clarion Housing Association and Clarion Futures. For a full list of these, please see our full Privacy Statement.
The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body. Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF, 0303 123 1113, www.ico.org.uk