Housing management privacy notice

What this notice is about 

This notice covers all council housing services provided to tenants and leaseholders. This includes managing your tenancy or lease, maintaining and repairing your home, carrying out major works, providing estate services, and related support. 

You should also read our main privacy notice, which gives more details about your rights and how to contact us.  

What information we collect, hold and use 

We may collect: 

• your full name 
• your contact details including address, email and phone number 
• evidence of identity, such as National Insurance number and copies of identity documents 
• your photograph 
• information about the other members of your household, including your marital status 
• immigration status 
• your employment status and income details 
• financial information (for payments) 
• tenancy/lease details 
• rehousing needs 
• rent and service charge payment history, arrears and debt information 
• next of kin details 
• any reports or complaints linked to you or your property 
• records of our communications with you 
• anti-social behaviour reports and CCTV footage 
• photographs, videos and descriptions of the issues affecting your home 
• information required for legal compliance, enforcement or defending claims 
• information about criminal convictions or alleged offence information (if relevant) 
• sensitive information (special category data) such as your ethnicity, medical or vulnerability information and support needs for yourself and your household (when relevant) 

Where we get your information from 

We get information from:   

• you give it to us directly 
• other council departments, such as social services or support teams 
• other public bodies, including other local authorities and government agencies 
• police and emergency services 
• external support agencies 
• housing associations 
• managing agents and contractors including maintenance and repairs operatives 

How we use this information 

We use this information to provide the following services:

• tenancy or lease management and enforcement
• repairs and maintenance
• major works
• communal services, such as estate management and community engagement
• to investigate and address reports of anti-social behaviour, and to take enforcement or legal action if necessary to stop nuisance or tenancy breaches
• managing support services connected to your tenancy or lease (for example, handling your rent payments and organising contractor services)
• to understand what we can do for you and to let you know about other services or benefits you may be entitled to 

Our legal reasons for processing (using) your data 

Under UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018) and the Data (Use and Access) Act 2025 (DUAA 2025) we use your data because: 

• it’s our legal obligation (the law says we must) 
• we are doing something in the public interest or as part of our official duties (public task that means the law allows or requires us to do this as part of our job) 
• in other circumstances where you give your consent (you said that we can) 
• to carry out our responsibilities under a contract with you (for example, your tenancy or lease) 

Some of the information we collect is considered “special category” personal data under the UK General Data Protection Regulation (UK GDPR). This means it is more sensitive information about you or your household.  This includes details about your: 

• your health or disabilities (any medical or vulnerability information you have given us) 
• racial or ethnic origin 
• other sensitive details you share with us for your housing needs.  

We only use this kind of information when it is necessary and allowed by law.  The legal bases we rely on are: 

• Article 9(2)(g) UK GDPR – processing is necessary for reasons of substantial public interest. This is supported by the Data Protection Act 2018, Schedule 1, Part 2. This includes processing needed to fulfil our housing laws and statutory duties, to prevent or detect fraud or other unlawful acts in our housing services, to protect vulnerable individuals (safeguarding), or to promote equality of opportunity in the services we provide. 
• Article 9(2)(h) UK GDPR – processing is necessary for the provision of health or social care. Sometimes we use health information to support your housing needs or wellbeing. We process data about your health or care needs when it is necessary to provide you with appropriate housing support or services, or to work with social services and healthcare providers on your behalf. 
• Article 9(2)(a) UK GDPR - explicit consent – in very limited situations, if you choose to give us sensitive information and none of the above reasons apply, we will ask for your clear consent and you can withdraw this at any time. 

We may also sometimes need to use information about criminal convictions or alleged offences – for example, to investigate reports of anti-social behaviour, tenancy fraud or crime affecting our properties. We only do this when it’s necessary and lawful, under UK GDPR Article 10. We will use criminal offence data only when we have legal authority or obligations to enforce, such as under anti-social behaviour and fraud laws. 

Other laws that apply to our services 

These are some of the main laws we follow. Other legislation may also apply, depending on the service you are using: 

• Housing Act 1985, 1996 and 2004 
• Landlord and Tenant Act 1985, 1987 and 1988 
• Leasehold Reform Act 1967 
• Leasehold Reform, Housing and Urban Development Act 1993 (as amended) 
• Commonhold and Leasehold Reform Act 2002 
• Localism Act 2011 
• Regulatory Reform (Fire Safety) Order 2005 
• Gas Safety (Installation and Use) Regulations 1998 
• Prevention of Social Housing Fraud Act 2013 
• Crime and Disorder Act 1998 
• Anti-social Behaviour, Crime and Policing Act 2014 
• Fire Safety (England) Regulations 2022 
• Building Safety Act 2022 
• Equality Act 2010 
• Homes (Fitness for Human Habitation) Act 2018 
• Defective Premises Act 1972 
• Awaab’s Law 

Who we share your information with 

We may share your information with: 

• anyone who you have provided permission to speak with us on your behalf 
• other council departments, such as Environmental Health and Social Care teams 
• our insurance team and third party loss adjusters and insurers 
• other councils and government agencies, such as the Home Office or Department of Work and Pensions (DWP)
• the fire brigade and the police 
• third-party contractors, for example repair contractors 
• Partners for Improvement in Islington 
• utility companies 
• others who may need information from us for their own purposes, for example detecting and preventing crime, prosecuting offenders and for the prevention and detection of fraud 
• credit reference and debt collection agencies including process servers 
• Regulators and Ombudsman Services 
• courts and legal representatives 
• housing associations and tenant management organisations 

How we store your data 

We keep your information safe in our secure case management system. Only staff who need it can see it.  

To find out how long we keep your information, data check our main privacy notice and retention schedule. 

Your individual rights 

You have rights over your personal data. For more details see our main privacy notice and the page about your individual rights.  

Complaints 

If you are unhappy with how we use your data please see the council’s main privacy notice to find out how to make a complaint. 

Find out more information about how to make a complaint about council services and our complaints policy. This page also explains how you can contact the Housing Ombudsman.