Privacy Notice – Shareholders
Effective 21 January 2026
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 tells you what to expect when PCH collects and stores data containing personal information. It tells you why we process your personal information and the legal basis for doing so. It will also explain your rights when it comes to your data.
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 have a legitimate interest to collect and process your information because you are a PCH Shareholder. This is usually the legal basis for processing your information and carrying out our activities. We require the information to help us keep an up to date and accurate register of PCH Shareholders and so we can assist you in carrying out Shareholder duties effectively.
E. What information we collect about you
The information we may collect about you includes:
Independent Shareholders
· Name
· Address
· Telephone contact details
· Email contact details
· Attendance at meetings
· Review returns
· Date of birth
· Occupation/interests
· Equality & diversity information
· Copy of your Shareholding certificate
· Voting record at meetings (when necessary)
· Other shareholder eligibility information
· Dietary requirements
Tenant Shareholders
In addition to the above, we will also collect
· Information on any anti-social behaviour cases or rent arrears linked to your tenancy with PCH
Most of the information listed above will be supplied by you directly.
F. How we collect your information
PCH collects information from a variety of different sources; in the first instance this information is provided to PCH by you as a prospective Shareholder. If your application to become a PCH Shareholder is approved by the PCH Board this information will be added to, as appropriate, throughout your time as a Shareholder, either formally through data collection on forms or volunteered by yourselves to members of PCH staff.
PCH will also undertake an annual Shareholder review to confirm whether you wish to continue your Shareholding membership and to confirm your contact details and your preferred method of contact.
CCTV and Access Control System - PCH monitors some communal areas inside Plumer House and the surrounding area/car park using CCTV cameras. There are signs in place to inform you where cameras are in use. The CCTV installed in the reception area of Plumer House also collects audio recordings.
PCH has also installed an access control system on doors within Plumer House and the barrier to the car park. This collects real time information about your movements through areas that have the access control system installed.
These systems are in place to for building security, to protect all building users, to detect crime and prevent crime and for the identification and prosecution of offenders.
• Our legal basis for processing personal data captured on CCTV is:
• That it is necessary to meet a legal obligation, providing a safe place to work
• That it is necessary to perform tasks in the public interest for safety reasons
• That we have a legitimate interest in processing this information for the prevention and detection of crime
For more information refer to the separate Privacy Notice for CCTV and Door /Barrier Access control at Plumer House and Brest Road, or request a copy from the Governance Team.
Photographs – we may take photographs at our AGM and other events for use for general marketing and publicity. However, photographs of individuals will only be used for those purposes with your consent. We may continue to use your photograph in any group shots in which you feature after your shareholding ends, unless you specifically request to opt out when you leave.
G. Special Category Information
Under data protection legislation certain personal circumstances are classed as special category. This is information relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health, data about sexual health orientation and criminal convictions.
We minimise our holding and use of special category personal information but, upon application to be a Shareholder, we will collect special category information as follows:
· We collect medical/disability and health information to allow us to effectively support you to perform your duties as a Shareholder.
· We collect information on your age, gender, ethnicity, sexuality and religion to ensure the equality of treatment in line with the Association’s equal opportunities policy and in compliance with equal opportunities legislation.
When we wish to collect specific special category data, we will 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.
H. What we do with it
We may use the information you give us:
· to undertake tenancy reference checks – applicable to tenant Shareholders only
· to understand your needs and provide you with any necessary support when acting as a Shareholder
· for internal record keeping
· to comply with our legal obligations
· to comply with our regulatory obligations
I. How long we keep your information
We retain Shareholder information as a permanent record as required by the Financial Conduct Authority who register Community Benefit Societies.
CCTV – footage is normally kept for a period of 28 days unless it is to be used in relation to allegations of anti-social behaviour or criminal activity, when it may be retained for a period of up to two years after any legal proceedings have finished.
Photographs – if you have consented to having your photograph taken, consent given is valid for 3 years, after which all images and recordings will be either securely destroyed or archived.
We will securely dispose of all information.
J. Sharing your information
We will only share your information where we are legally entitled to do so, for example:
· to allow the PCH Board to agree your Shareholding membership
· to comply with the law
· to confirm your eligibility as a shareholder
· where there is a clear health and safety risk
· child protection and safeguarding issues
· where there is a clear risk to yourself, staff and others
· to provide you with the services you require
· for the detection and prevention of crime and fraud, and the prosecution of offenders
We may therefore share your information with third parties from time to time, such as:
· PCH Board
· Members of PCH Staff
· Security companies operating at Plumer House
· The police
· Legal Advisors, the courts and our insurers and auditors
· Our regulator, the Regulator of Social Housing
K. How we store your information
We are committed to ensuring that your information is secure. Some information is stored on paper, but most is stored electronically. To prevent unauthorised access or disclosure, we have put in place suitable 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 a number of individual rights in relation to your personal data. These 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 CCTV privacy notice and the website privacy notice.
· The Right of Access to your personal information – so that you can be aware of and verify what personal data we hold. Click here for details on how to apply for this right or ask us for more information.
· 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. In particular you have the right to object to being sent direct marketing information.
· The Right not to be subject automated decision making - Plymouth Community Homes does not do this.
· The Right to Complain - about how your personal data is handled. If you wish to make a complaint, Section M 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.
Website: www.plymouthcommunityhomes.co.uk
Email: enquiries@plymouthcommunityhomes.co.uk
Tel: 0808 230 6500
You also have the right to contact the Information Commission (IC):
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.
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.
Website: www.plymouthcommunityhomes.co.uk
Email: info@plymouthcommunityhomes.co.uk.
Tel: 0808 230 6500 / 01752 237990
