Privacy Policy

Effective Date: 1 July 2025

Franklyn Housing Co-operative (“we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store, and protect your information, and outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Franklyn Housing Co-operative is a resident-led organisation providing affordable housing. As the data controller, we are responsible for your personal data. For any queries, please contact:

Data Protection Officer
Email: franklynhousing@cds.coop
Phone: 020 7620 4463
Postal: [Insert Registered Address]

2. What Personal Data We Collect

We may collect the following categories of information:

  • Identity Data: name, date of birth, member ID, photographs

  • Contact Details: address, email, telephone number

  • Tenancy Information: rent records, repair requests, housing applications

  • Financial Data: payment history, benefit status, arrears

  • Technical Data: IP address, device type, browser type

  • Health Data: information you provide to support accessibility or housing needs

We only collect what is necessary to provide our services and manage our responsibilities.

3. Why We Collect Your Data

We use your data to:

  • Manage your membership and housing application

  • Administer tenancies and collect rent

  • Schedule and follow up on repairs or maintenance

  • Communicate important updates and notices

  • Respond to your enquiries or complaints

  • Ensure health, safety, and safeguarding

  • Meet legal and regulatory requirements

We will only process your personal data where we have a lawful basis to do so, such as performance of a contract, legal obligation, consent, or legitimate interests.

4. Sharing Your Data

We will never sell your data. We may share your personal data with:

  • Maintenance contractors and service providers

  • Legal advisers and regulatory authorities

  • Payment and accounting service providers

  • Emergency services in the event of health or safety risks

All partners are contractually bound to protect your data in accordance with the law.

5. Data Transfers

Your data is stored in the UK. If ever transferred outside the UK or European Economic Area (EEA), we ensure appropriate safeguards are in place, such as data protection agreements.

6. Data Retention

We retain your data only as long as necessary:

  • Membership and tenancy records: up to 6 years after termination

  • Financial and payment records: 6 years for audit and tax purposes

  • Health and safety records: as required by law

When no longer needed, your data will be securely deleted or anonymised.

7. Your Rights

You have the right to:

  • Access your data

  • Request correction of inaccurate data

  • Request deletion of your data (in certain circumstances)

  • Restrict or object to certain types of processing

  • Request a copy of your data in a structured format

  • Withdraw your consent (where applicable)

To exercise any of these rights, contact our Data Protection Officer.

8. Data Security

We use appropriate technical and organisational safeguards, including:

  • Secure servers and password protection

  • Access restricted to authorised personnel

  • Regular reviews and staff training

We work to protect your data from unauthorised access, misuse or loss.

9. Cookies and Website Usage

We use cookies to improve our website’s performance and user experience. You can control or disable cookies through your browser settings. For more information, see our Cookie Policy.

10. Updates to This Policy

We may update this policy to reflect changes in law or how we operate. Any changes will be published on our website with a revised effective date.

11. Complaints

If you have a concern about your data, contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk

Thank you for trusting Franklyn Housing Co-operative with your information. We are committed to treating your data responsibly and respectfully.