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 may be shared with other organisations and agencies when:
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.