Data protection

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This privacy notice explains what personal information is collected, how it is stored and used, and how it can be accessed and managed.

Poplar HARCA complies with its obligations under the Data Protection Act 1998 and guidance from the Information Commissioner.

Poplar HARCA protects personal information (also called personal data). Personal information is information that identifies a living individual provided by the person or others. 

What personal information is collected?

When an application is made for a tenancy, lease or service Poplar HARCA may request and store information necessary to assess the application or eligibility for a service.  This may include (but is not limited to) contacting a Local Authority; other landlords or agencies; Police; Probation; support, social or  health services; Government agencies such as DWP and Immigration Service; and credit reference agencies.

Application and other forms, written contacts and enquiries, records of telephone calls, texts or visits to an office, references, information from third parties and any other personal information from whatever source will be stored. 

How do we use your personal information?

  • Information will be used to provide, or assess eligibility for, services such as:
  • get feedback about services
  • investigate complaints
  • manage allocations and lettings
  • manage tenancies  and leases
  • offer welfare benefits and other advice
  • process requests from 3rd parties e.g. Local Authority or Government agency
  • provide repairs and maintenance
  • provide education, employment and training advice and opportunities
  • provide support
  • receive rent, service and other charges
  • resolve disputes


Information may be shared with other organisations and agencies when:

  • An individual has given permission
  • An organisation providing services on Poplar HARCA’s behalf e.g. repair contractors
  • If we are required to do so by law in cases of emergency or prevention of crime
  • If you have given us permission to do so
  • In an emergency
  • Requested by with utility companies where that are owed money
  • The law requires it e.g. for the prevention or detection of crime, or to prevent serious harm
  • To help prevent and detect fraud or loss e.g. participation in the National Fraud Initiative

Mobile phone numbers and email addresses may be used to send service messages or other information.  They will not be used for marketing, nor sold or otherwise disclosed to third parties.  

How to find out what personal information is held

Except for very limited exceptions, individuals are entitled to see personal information held about them.  This is known as a ‘subject access request’.

Requests have to be in writing because a signature is required, proof of identity is required and there is a £10 fee.

Freedom of information

Poplar HARCA is not a prescribed organisation for the purposes of the Freedom of Information Act. 

National Fraud Initiative

Poplar HARCA is committed to protect the public funds it administers. We participate in the Cabinet Office’s National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match or identify potentially fraudulent claims and payments. This is usually personal information.

The use of this data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.

Data matching by the Cabinet Office is subject to a Code of Practice.


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