Local Space is a registered provider of social housing in England. We are committed to providing safe, secure, and affordable housing while upholding high standards of privacy and data protection in accordance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and relevant regulatory standards. This privacy policy explains what data we collect, how it is processed and your rights regarding your data. By using our services or visiting our website you agree to the terms of this policy.

Our contact details

Local Space
58 Romford Road, London, E15 4BZ
020 8221 4000
dpo@localspace.co.uk
localspace.co.uk

What we data collect

We may collect, use, store, and transfer the following types of personal data:

• Identification data: name, date of birth, national insurance number, photo identification (for example, passport, driver’s license).
• Contact data: address, email address, phone number(s).
• Financial data: bank account details, payment records, income and expenditure information, and benefit status.
• Demographic data: gender, ethnicity, disability status, and other protected characteristics as required by law.
• Housing-related data: information related to tenancy agreements, rent payments, repairs and maintenance requests, housing history, and support needs.
• Special category data: health information, criminal convictions (if necessary and with appropriate legal safeguards), vulnerability details, etc.
• Photographic/media data: images, videos, or anonymised stories collected with your consent.
• Collected data may include employment history, references, qualifications, payroll, and tax information, etc.

Cookies

We collect standard internet log information and details of visitor behaviour patterns, using Google analytics. This is done to collect important data for the site and often help us to improve it.

Local Space does not make any attempt to find out the identities of those visiting the website and no data gathered from the site would be associated with any personally identifying information. In the case that Local Space did want to collect personally identifying data, explicit consent would be requested.

Cookies are text files placed on your computer by websites you visit. These used to enable the websites to work properly when collecting information that you have provided to the Data Controller. You may delete and block cookies if you wish from this site, however, please be aware that this could affect the functioning of this website. If you would like further information relating to cookies and what they do and how to delete them, please visit the about cookies website or the all about cookies website. To opt out of being tracked by Google Analytics across all websites visit the Google website.

We sometimes embed video content and photos from websites such as YouTube and Flickr. Pages with this embedded content may present cookies from these websites. You should check the relevant third-party website for more information about these cookies.

How we collect your data

We may collect data directly from you via:

• Application forms (housing applications, repair requests, etc.).
• Communication (emails, calls, face-to-face meetings).
• Website use and forms.
• Data consent forms for photos, videos, or stories for publications.
• Surveys, consultations, and feedback forms.

We may also collect data from third parties, such as:

• Local authorities, government departments, and agencies (for example, benefit information).
• Previous landlords, credit reference agencies, or support services (with your permission where required).
• Publicly accessible sources and law enforcement (if applicable and within legal constraints).

How we use your data

We process personal data for the following purposes:

• Tenancy and housing management: to allocate and manage tenancies, process rent payments, address repairs and maintenance, and provide support services.
• Regulatory compliance: to meet our legal obligations as a registered provider, including reporting to the Regulator of Social Housing and other authorities.
• Service improvement: to collect feedback and improve our services.
• Communications: to keep you informed about important updates, changes to your tenancy, or other services.
• Health, safety, and welfare: to ensure tenant safety, including maintaining accurate records of vulnerabilities where required for safeguarding.

Marketing, promotions, and anonymised publications

We may publish photos, videos, or anonymised stories of tenants or other stakeholders for marketing, promotional, or informational purposes. This will only be done with your explicit consent, obtained through a data consent form.

Examples include:

• Tenant testimonials: sharing anonymised success stories to illustrate service impact.
• Photography/videography: using your photo or video for marketing campaigns, annual reports, or events.

Sharing your data

We may share personal data:

• With service providers: contractors, maintenance teams, IT providers for service delivery.
• With public bodies: local authorities, regulatory bodies, or law enforcement if required by law.
• With emergency services: in case of emergencies or health and safety risks.
• When legally required: to comply with court orders, legal proceedings, or other legal obligations.

Legal bases for processing

We will only process your personal data when we have a legal basis to do so, including:

• Consent: for specific activities, such as using photos or stories.
• Contractual obligations: to fulfil tenancy agreements or contracts.
• Legal obligations: compliance with housing regulations or other legal requirements.
• Legitimate interests: to manage housing stock, communicate effectively, and improve services.

Data security

We implement robust security measures to protect your data, including:

• Secure data storage systems.
• Access controls to ensure data is only accessible to authorised personnel.
• Regular reviews and audits.

Data retention

We will only keep your data for as long as it is necessary for the purpose it was collected and to meet legal or regulatory requirements. Once no longer required, data will be securely deleted, stored, or anonymised.

Your data rights

You have rights regarding your personal data, including the right to:

• Access: request a copy of the data we hold about you.
• Rectification: request corrections to inaccurate data.
• Erasure: request deletion of your data under certain circumstances.
• Restrict processing: ask to limit how we use your data.
• Data portability: request your data in a portable format.
• Object: object to specific processing activities, such as direct marketing.
• Withdraw consent: you can withdraw consent for specific data uses (e.g., publication of photos) at any time.
• Related to automated decision-making: where applicable.

For more information or to make a request, please email our Data Protection Officer.

Data transfers outside the UK

If we need to transfer your data outside of the UK, we will ensure it is adequately protected, following UK data protection laws, and using appropriate safeguards, such as standard contractual clauses approved by the Information Commissioner’s Office (ICO).

Changes to this policy

We may update this privacy policy periodically. The latest version will always be available on our website, and significant changes will be communicated.

How to make a complaint

If you have any concerns about our use of your data, you can email our Data Protection Officer. If you are not satisfied, you have the right to lodge a complaint with the ICO.

By using our services, you acknowledge that you have read and understood this privacy policy.