Privacy notice housing surveys

We collect information so we can manage your tenancy, maintain your home and understand your satisfaction with our services

While you are a tenant, we’ll ask you for the following essential information:

• personal details including your current name, date of birth, address and gender
• phone number, e-mail address

Some of the information your provide is optional

• ethnicity 
• disability, if applicable 

• To carry out our statutory duties set by the Regulator of Social Housing (Tenant Satisfaction Measures)
• To carry out satisfaction surveys about key services
• To understand your satisfaction with your home and the services we provide
• To investigate which issues are most important to you

Your response to surveys helps us to make informed and evidenced based decisions to improve out services, the questions you are asked are optional and you don’t have to respond to them if you don’t want to.

The council is the data controller and we have instructed a company called Acuity Research and Practice Ltd to carry out and process transactional and perception surveys on our behalf. They will act as the data processor and will process personal data in accordance with the terms of our contract.

The information provided in response to surveys allows us to use the data to plan improvements to our services and monitor our performance across key areas of our service and of any third party contractors.

We then feedback the results of the surveys and tell you about any actions we have taken. This is done in the following ways:

• our resident magazine
• our website

Personal information will be anonymised so individuals cannot be identified in reports or other publicly available information.

We will use any personal information to see how representative the feedback is of the council’s tenant base.

In accordance with the data protection laws, we need a "legal basis" for collecting and using information about you. There are a variety of different legal bases for using personal data which are set out in the data protection laws.

Our basis for collecting and using information about you is

Legal obligation: The processing is necessary for us to comply with the law

Legitimate interests: The processing is necessary for our legitimate interests or the interests of a third party

We will keep your information all the time you have a tenancy with us. When your tenancy legally ends, we will keep your information for a further 6 years, after which it will be destroyed.  

If we take you to court for anti-social behaviour, we will keep your information for 6 years or until the end of the legal action.

The data shared with Acuity Research and Practice Limited will be retained for a period of 365 days.

You do have some legal rights in respect of the personal information we collect from you. Please see our Privacy policy page for further details.

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at: https://ico.org.uk/concerns/.

You can also contact our Data Protection Officer by email at data.protection@arun.gov.uk.

Withdrawal – at any stage you can refuse to answer specific surveys or an individual question in a survey. You can also ask us to destroy or delete part or all of the record of your responses. Wherever reasonable and practical we will carry out such a request.

Personal information will be anonymised so individuals cannot be identified in reports or other publicly available information.