Privacy notice

Why we collect your information – Current & Former Employees and Contractors

• Where we need to perform the contract, we have entered into with you.
• Where we need to comply with a legal obligation.
• Where we need to protect your interests (or someone else’s interests).
• Where it is needed in the public interest or for official purposes.
• Where it is necessary for legitimate interests pursued by us or a third party and your interests and fundamental rights do not override those interests.

Why we collect your information – Residents and Service Users

• Provide supported housing accommodation and manage occupancy arrangements.
• Support residents’ wellbeing and meet legal safeguarding duties.
• Comply with the law (housing, employment, financial, and safeguarding regulations).

What information we collect – Residents and Service Users

• Contact details (name, address, phone, email).
• Date of birth and identification documents.
• Housing history and financial information.
• Health and support needs (where necessary for your support and safety).
• Records of meetings, phone calls, or letters.
• CCTV or incident reports (for safety).

What information we collect – Current and Former Employees

• Contact details and personal identifiers.
• Employment history, references, and application forms.
• Payroll and financial information (e.g. bank details, tax, pension).
• Training, qualifications, and performance records.
• Sickness and absence information, including health details where required.
• Records of disciplinary or grievance procedures (where relevant).

What information we collect – Contractors and Suppliers

• Business and contact details.
• Proof of qualifications or background checks (where required).
• Financial and payment information.
• Records of services provided.

Who we share your information with

• Local authorities, health and social care professionals.
• Police or safeguarding teams (if needed to protect individuals).
• Regulators such as the Housing Ombudsman or HMRC.
• Payroll, pension, and HR providers (for employees).
• Contractors who carry out property repairs or maintenance.
• IT providers who securely store our data.
• We never sell your information.

How long we keep your information

• Residents’ licence records: 6 years after licence / occupation ends.
• Financial records: 7 years.
• Safeguarding/health records: as required by law.
• Employee records: 6 years after employment ends (longer for pension or health/safety records).
• Contractor records: 6 years after the end of a contract.

Your rights

• Ask for a copy of the information we hold about you.
• Ask us to correct or update information.
• Ask us to delete information (where legally possible).
• Ask us to limit or stop using your information in some cases.
• Move (port) your data to another provider (where applicable).
• We will respond within one month of receiving your request.

How to contact us

If you have questions about how we use your information, or want to exercise your rights, please contact:

Data Protection Contact – Email: datacontroller@thn.co.uk
Phone: 01582 320645
Address: 259 Capability Green, Luton,LU1 3LU

If you are unhappy with how we handle your information, you can complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/

Keeping your information safe

We keep your information secure and only share it when necessary to provide services, manage employment or contracts, or meet legal duties.

Updated 9/09/2025