This Privacy Notice explains how Poplar HARCA (the legally responsible organisation behind Poplar Works) uses and protects your information.
What personal information do we collect
What personal information do we collect
Poplar HARCA is registered with the Information Commissioners Office.
We collect personal and sensitive information to deliver services.
When we ask you for information, we will tell you how we will use it.
If you agree, we will use your information to tell you about services, products, events, news or other information. If you do not agree, we will not send you this type of information.
How do we use your personal information?
We will collect, use and store information only when allowed for by the GDPR through:
• Legal Obligation
• Legitimate Interest
• Public Tasks
• Vital Interests
Examples of how information will be used include:
• allocate property
• get feedback
• in response to requests allowed for by the GDPR e.g. Local Authority or Government agency
• investigate complaints
• manage tenancies
• process rent, and other charges
• provide advice or support
• provide education, employment and training advice
• provide repairs and maintenance
• provide services
• research studies
• recruitment and volunteering
Information will be shared with others only if:
• another organisation is providing services as Poplar HARCA’s agent or contractor
• the law says we have to e.g. safeguarding; or detection and prevention of crime
• you have given permission
• it is in our legitimate interest or in your legitimate interest
Who we may share your information with (please note this is not an exhaustive list)
• The Trampery (managing agents for Poplar Works)
• London College of Fashion, University of the Arts London
• London Borough of Tower Hamlets
• Government and other regulatory bodies including elected officials
• Police and other emergency services
• Payroll and Pensions Providers
• Utility Companies
• Insurance Companies
• Repairs Contractors
• Community Support Organisations
• and other companies where we have a lawful basis or an exemption under GDPR
How long will be store information?
Poplar HARCA adopts The National Housing Federation’s Guidance on Document Retention
Our websites use Google Analytics to collect information about visitors. This information is processed in a way that does not allow us to identify anyone.
When you fill-in an online form, we may collect personal information so we can deal with the enquiry. The information will be stored by Red C Ltd on the website for one month. Their privacy notice is available online here: https://www.red-c.co.uk/privacy-policy
Clicking on a link to a different website means you leave our website. Each separate website should have a Privacy Notice.
When you phone Poplar Works we (Poplar HARCA and the The Trampery) collect Calling Line Identification information, and the time and duration of the call. We also record some calls. We use this information to help improve performance.
Translation services are provided by a third party which does not retain information from, nor record, calls.
Symantec Message Labs monitors and scans emails and attachments sent to Poplar HARCA. The email sender is responsible to ensure email and attachment contents comply with the law.
To provide services, or assess eligibility for a service, Poplar HARCA has to have information about you.
We will use (and sometimes share) information to provide services, or to assess your eligibility for a service e.g. providing contact details to a contractor who is carrying out a repair.
We will upon request from our insurers provide names, address and contact details of tenants in order to aid the investigation and resolution of an insurance claim. This is shared under our legitimate business interest and contractual obligation.
CCTV systems are used in our buildings and on our estates. They are not usually monitored in real-time, but may be if an on-going incident is reported.
Footage is recorded over after 30 days. Downloads are restricted, but will be shared with the Police or other agencies for the purpose of preventing and detecting crime. Downloaded images are securely stored and access is restricted.
Freedom of information
Poplar HARCA is not a prescribed organisation for the purposes of the Freedom of Information Act. We do not share information requested under the Act’s provisions.
National Fraud Initiative
Poplar HARCA is obliged to protect public funds. We participate in the Cabinet Office’s National Fraud Initiative and provide information to the Minister for the Cabinet Office. The information is used in a data matching exercise to assist in the prevention and detection of fraud. Data matching involves comparing computer records held by different organisations to see how far they match or identify potentially fraudulent claims and payments.
The use of shared information by the Cabinet Office is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require individual consent. It is, however, subject to a Code of Practice which can be found online at https://www.gov.uk/government/collections/national-fraud-initiative.
• Right to be informed
• Right to data portability
• Right to erasure
• Right to object
• Right to rectification
• Right to restrict processing
• Rights related to automated decision making including profiling
You can access information we hold about you by making a ‘subject access request’. The request must be in writing.
We will give you a copy of the information you request, explain why we have the information and who it may be shared with. If there is any information we are not able to give you we will explain why.
This privacy notice does not detail all of the types or uses of information. If you have a specific question not covered in this notice, contact us:
• 0800 035 1991
• Nazmul Ahmed, Data Protection Officer