Privacy Notice – SYHA Tenant Information Data Collection Project (Tell us more campaign)

Who we are
South Yorkshire Housing Association (SYHA) is the controller and processor of your personal data for the purposes of this project.

Why we are collecting your data
We are asking all our tenants to tell us more about themselves and their household so that we can hold an up-to-date record of your information and make improvements to how we can support you. We may be able to offer you a more tailored service if we understand about any specific needs you or your household has.

We are running a publicity campaign called ‘Tell us more’ to make tenants aware of this project. We will publish information on our website and social media about this. To support SYHA to collect this information, we are working with a trusted external organisation (Viewpoint Research CIC) who will collect this information on our behalf through telephone or email contact, or through a web link on our SYHA website.

What data we collect

We may ask for:

• Title, First & Last Name
• Date of birth
• Contact details
• Ethnicity
• Sex
• Gender identity and pronouns
• Religion or Belief
• Sexual Orientation
• Health conditions or disability status
• Support Needs
• Caring responsibilities
• Communication or accessibility needs

Our lawful basis for processing
We are processing your personal data based on:

• Article 6(1)(a) – You have given consent
• Article 9(2)(a) – You have given explicit consent to the processing of special category data

Who we share your data with
Your data will only be accessed by relevant SYHA staff. We will not share your data with third parties without your consent unless legally required. We have appointed an external organisation to carry out this data collection on our behalf. We will share your contact information (such as your name, telephone number, and email address) with them so they can contact you and invite you to take part in the project.

They are acting under our strict instructions and will not use your information for any other purpose. All personal data shared or collected will be kept secure, used only for this project, and returned or deleted after the project ends.

How long we keep your data
We will retain this data only as long as necessary to fulfil the purposes outlined above, and in accordance with our data retention policy.

Your rights
You have the right to:

• Withdraw your consent at any time
• Request access to the data we hold about you
• Ask for your data to be corrected or deleted
• The right to object to being contacted
• The right to withdraw consent at any time
• The right to request deletion of their data

Who is collecting the data?
This data collection exercise is being carried out by Viewpoint Research CIC on behalf of SYHA. They are only collecting and transferring data collected and are contractually required to follow SYHA’s instructions and comply with data protection law. SYHA remains the data controller and data processor.

How long will the data be kept?
Data collected during this project will be securely stored by the third-party provider for the duration of the project (12 months) and then retained for no more than 3 additional months to support final reporting. After that, the data will be securely deleted. SYHA may retain anonymised summaries to support service improvement.