Privacy Notice – Involved Residents
Effective 30 September 2025
We keep our Privacy Notice under regular review and will update it if we undertake any new or amended processing. If there are any significant changes, we will bring these to your attention.
If you or someone you know would like this information in large print, braille, or translated into another language, please contact Customer Services.
At Plymouth Community Homes (PCH) we are committed to ensuring that your privacy is protected, and that data is used in accordance with the data protection legislation in force in England and Wales.
This privacy notice sets out why we collect personal information from you, how we use it and who we may share it with. It also explains your individual rights under the current data protection legislation.
If we ask you to provide information which can identify you, then we will only use it in accordance with this privacy notice.
The information provided in this notice gives an overview and examples of data processing; it does not necessarily provide exhaustive detail of all aspects of PCH’s collection and use of personal information.
A. Contact Details
If you have any concerns or questions, please contact our Customer Services Team or our Data Protection Officer:
• Contacting Customer Services: Tel 0808 230 6500 or email
• Contacting our Data Protection Officer: Tel 0808 230 6500, email
• You can also complete the enquiry form on our website: www.plymouthcommunityhomes.co.uk/contact
• Or write to: Plymouth Community Homes, Plumer House, Tailyour Road, Crownhill, Plymouth, PL6 5DH
B. Who we are
Plymouth Community Homes Limited is a registered housing provider. Our registration number is 30637R. Our registered office is Plumer House, Tailyour Road, Crownhill Plymouth, PL6 5DH
For the purposes of data protection legislation, Plymouth Community Homes Limited is a Data Controller
C. What is personal information?
Personal information can be anything that identifies and relates to a living personal. This can include information that, when put together with other information, will identify a person.
D. Why we collect information
We collect and process your information because you are an involved resident or a member of one of our resident teams.
We require certain the information to assess your suitability for the role and so we can assist you in carrying out the full responsibilities of an involved resident as effectively as possible.
E. What information we may collect about you and why
If applicable, we will ask you to provide information about yourself to process your application to become an involved resident, or a member of a resident team and, if successful, to support you in your role.
The information we may collect about you includes:
• Name
• Address
• Contact details, phone and email
• Date of birth
• Dietary requirements
• Equality & Diversity information
• Health/medical information
• Your skills/experience/personal history
Resident Team member
In addition to the above, we may also collect:
• Security identification photograph
• Photographs of PCH events at Plumer house and offsite in our communities that you may attend as an involved resident.
• Individual biographies for the PCH website
• Appraisal notes
• Emergency contact details
Whilst you are a member of a resident team, it is within the legitimate interests of PCH collect and hold the following data
• Record of attendance at meetings
• Expenses form
• Record of any additional learning and development undertaken as a team member i.e. training sessions/meetings attended by you
• CCTV video footage in our corporate buildings
• Door access controls data
F. Our basis in law for processing your personal information (our lawful basis)
Our legal basis for processing your information and carrying out our activities is based on gaining your consent.
We will always ask for your consent before collecting any personal data from you. You have the right to withdraw this consent at any time, although we can only operate with the information you have provided to us.
We may sometimes ask for additional data for specific purposes or projects. If we do this, we will always explain why we need it and ask for your written consent.
We also have a legitimate interest for requesting certain information, for example, to assess your suitability as an involved resident, we will also collect information from other PCH members of staff about the conduct of your tenancy.
G. How we collect your information
Information will be collected from you when you agree to be an involved resident or apply to be a member of a resident team. The information will be supplied by you directly.
This information may be added to throughout any induction process and as appropriate throughout your time as an involved resident, either formally through data collection on forms or volunteered by yourselves to staff.
When you express an interest in becoming an involved resident, we will also collect information from other PCH members of staff; we request information on any anti-social behaviour or rent arrears linked with your tenancy. This is part of assessing and ensuring your eligibility to become a member of the team.
In addition to the above, data will be collected from:
CCTV - We operate a CCTV system at Plumer House in pursuit of our legitimate interests of building security and the detection and prevention of crime.
Door access controls – We operate an access control system at Plumer House in pursuit of our legitimate interests of building security, health and safety of building users and to ensure business confidentiality.
For more information refer to the separate Privacy Notice for CCTV and door/barrier access controls at Plumer House or request a copy.
Photographs - We may take photographs at our events and in our communities to use for general marketing and publicity. Photographs of individuals will only be used for those purposes with your consent.
However, it is in the legitimate interests of PCH to publish your photo in connection with any information around your role as an involved resident. It is also in PCHs legitimate interest to use your photo for your ID security pass, if applicable.
H. Special Categories of Personal Data:
Special categories of particularly sensitive personal information, such as information about your health, racial or ethnic origin, require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information.
We minimise the collection and use of sensitive data, however, there are times when we use it to better understand our tenants needs, for example:
• We may request information on ethnicity for statistical reporting and analysis to comply with regulation and equality legislation and to ensure services are appropriate. It is optional for you to provide this information.
• We may collect medical/disability and health information to allow us to effectively support you to perform your duties as an involved resident.
When we wish to collect specific special category data, we will always seek your consent and notify you of how we will use it, including who it may be shared with. You have a right to withdraw this consent at any time.
I. How long we keep your information
We shall only store your information for as long as is reasonably necessary for us to fulfil the purposes set out in this guide. Usually this is for a maximum of 18 months after a specific project has been completed or your involved resident status ceases, or, if we are in dispute with you, until legal proceedings have ended, whichever is longer.
CCTV – we will retain CCTV footage of Plumer House for no more than 6 weeks unless footage is being used to investigate an alleged crime or incident in which case it may be retained for up to 2 years following the conclusion of any investigation.
Photographs – images taken of you in connection with your role as an involved resident will be reviewed at least every three years. When no longer in use they will be either securely destroyed or archived.
J. Sharing your information
We will only share your information where you have consented to us doing so or where we are legally entitled to do so, for example:
• to comply with the law
• where there is a clear health and safety risk
• where there is a clear risk to yourself, staff and others
We may therefore share your information with third parties from time to time, such as:
• Other involved residents, related to your involvement activity
• Members of PCH staff
• Taxi companies
• Security companies operating at Plumer House
• Other Housing Associations
• Consultants providing services to us
• Our regulator, the Regulator of Social Housing (RSH)
• Accrediting bodies such as the Tenants Participation Advisory Service (TPAS) etc
• Charities and voluntary organisations and our support partners
• A nominated third party where you have given us your permission
• Training providers or learning organisations
K. How we store your information
Your information is stored securely. Some information is stored on paper, but the majority is stored electronically. To prevent unauthorised access or disclosure, we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information.
L. Your Rights in relation to your personal data
In certain circumstances, Data Protection legislation gives you individual rights in relation to your personal data. These rights are as follows:
• The Right to be Informed about how your data is managed – this right is met by this privacy notice and a range of other notices which relate to specific aspects of PCH, such as the Nominated Representatives privacy notice and the Website privacy notice.
• The Right of Access - to your personal information, so you can be aware of and verify what personal information we hold. Click here for details on how to apply for this right.
• The Right of Rectification - to have any personal data corrected if it is inaccurate, incomplete or out of date.
• The Right of Erasure of your personal data - this only applies in certain circumstances, such as where you have given consent for us to hold information and you withdraw that consent.
• The Right to Restrict Processing - in certain circumstances you have the right to block or restrict how we process your data.
• The Right to Data Portability - which in certain circumstances allows you to obtain obtain and reuse your personal data for your own purposes across different services.
• The Right to Object - in certain circumstances, to the processing of personal data, for example, you have the right to object to being sent direct marketing information.
• The Right Not to Be Subject to Automated Decision Making - PCH does not use automated decision making.
• The Right to Complain - about how your personal data is handled. If you wish to make a complaint, Section N provides more information.
More information on the individual rights and how they apply can be obtained by clicking here, or you can visit the ICO website (ico.org.uk)
If you wish to exercise any of the above rights, please contact:
Governance Team
Plymouth Community Homes
Plumer House, Tailyour Road, Crownhill, Plymouth, PL6 5DH
Alternatively, you can make a request electronically, by email, to governance@plymouthcommunityhomes.co.uk. or telephone the Governance Team on
0808 230 6500.
M. Making a complaint
If you believe that Plymouth Community Homes has not handled your personal information correctly you have the right to make a complaint. You can raise a complaint in several different ways.
Please refer to our Complaints Process Guidance on our website for full details or speak to a member of staff.
You also have the right to lodge a complaint with the Information Commission at:
Wycliffe House, Water Lane, Wilmslow,
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
This privacy notice does not provide exhaustive detail of all aspects of Plymouth Community Homes collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests should be sent to the PCH Data Protection Officer at the above address.
Plymouth Community Homes Group
Registered Office: Plumer House, Tailyour Road, Plymouth, PL6 5DH
Legal Status:
Plymouth Community Homes Ltd is a registered society under the Co-operative and Community Benefit Societies Act 2014 (which consolidates the Industrial and Provident Societies Acts) and is registered with the Financial Conduct Authority (registration 30637R) and The Regulator of Social Housing (registration L4543).
At the time of issuing this Notice, Plymouth Community Homes Ltd has two wholly owned subsidiaries, Plymouth Community Homes Regeneration Company Ltd (PCHR), company number 7272688 and Plymouth Community Homes Energy Ltd (PCHE), company number 8028170. Both subsidiaries are incorporated under the Companies Act 2006.
