Under Data Protection legislation the Retired Baptist Ministers Housing Organisation is the Data Controller and can be contacted by ringing 07729 045422 or emailing andy@rbmho.org.uk

We collect information from you to enable us to provide you with accommodation and to ensure that the accommodation is maintained and remains suitable for you. We may receive information from family members or those supporting you which enable us to take account of your circumstances. This may include special category data about your religious beliefs and health. We may also retain contact details for next of kin or other designated person(s).

Data Protection legislation allows us to process this information as we regard it as being in the organisation’s legitimate interest. We process personal data for tenants in England in order to meet statutory requirements regarding the right to rent.

The information that you supply will be kept securely on our SharePoint / Office 365 system. It is protected through encryption, and two stage identity authentication and is accessible to our staff. A limited number of paper records are held by the Secretary and Tenant Relations Manager which will in due course be destroyed or scanned and held on SharePoint. Where necessary information may be shared with out trustees to enable them to make informed decisions.

Our finances are managed by the Finance Team of the Baptist Union of Great Britain. We share information with them so that they can process rent payments, reimbursements and any other financial matters relating to your tenancy. The BUGB’s Privacy Notice can be found here.

We share information with contractors for them to undertake work on your home and for us to be able to fulfil our legal responsibilities as landlords. We use a variety of contractors including Gas-elec who provide services to most of our tenants. Gas-elec and other contractors will process your data to fulfil our contracts with them. At times we may need to share information about your health to ensure that your needs are taken into account, ie fitting a walk in shower due to mobility difficulties.

We share names and contact details with utility companies, management companies and local authorities to enable them to contact you.

We will retain information as we consider necessary throughout your tenancy, and for a period of 6 months after your tenancy ends. Some information may be retained for a longer period, for example financial records are held for a period of 6 years after the end of the financial year they relate to. More details can be found in our Data Retention Policy (link).

Our Data Protection Policy provides more details about how we process personal data and can be viewed here (Link).

You have the right to ask to see any information we hold about you by submitting a ‘Subject Access Request’ to our Secretary and Tenant Relations Manager. You also have the right to ask for information which you believe to be incorrect to be rectified.

If you are concerned about the way your information is being handled, please speak to our Data Protection Officer, Andy Hughes. If you are still unhappy you have the right to complain to the Information Commissioner’s Office.