This notice describes the privacy (“Privacy Policy” or “Policy”) of https://www.housing-referral.co.uk/
(hereinafter referred to as the “website” or “Site”) which is operated by:
Company Name: Housing Referrals LTD
Registered Office: 16b Josephine Avenue London United Kingdom SW2 2LA
Company Registration Number (CRN): 15120560
(here simply referred to as “Housing Referrals LTD” or “us” or “our” or “we”). In this Policy, you shall be referred
as “you” or “your” or “user” or “users”.
At Housing Referrals Ltd, we are committed to protecting your personal information and your right to privacy. This
Privacy Policy explains how we collect, use, store, and share your personal data when you interact with our website
or use our services. It also outlines your rights concerning your personal data and how you can exercise those rights.
We take privacy seriously and comply with the UK General Data Protection Regulation (UK GDPR) and the Data
Protection Act 2018. We encourage you to read this policy carefully and contact us at kiran.roberts@housing-referral.co.uk if you have any questions.
By using our website or services, you agree to the practices described in this policy. If you do not agree with our
privacy practices, please do not use our website or services.
INFORMATION WE COLLECT
A) Information from Referral Forms: When individuals are referred to us for supported accommodation, we
collect the following personal data:
• Full Name
• Phone Number
• Email Address
• Date of Birth
• Gender
• Nationality
• Languages Spoken
• Current Address
• Support Needs
• National Insurance Number
• English Language Proficiency (Yes/No)
• Special Needs or Disabilities (Yes/No, if Yes, details provided)
• Accommodation Requirements
• Specific Accommodation Needs
• Background Information (e.g., Reason for Referral)
• Known Risks or Safety Concerns (Yes/No, if Yes, details provided)
• Additional Comments
• Supporting Documents (file upload for proof of status, medical/support documents, etc.)
• Entitlement to Universal Credit (Yes/No)
B) Information from Contact Forms: When visitors contact us through our website, we collect basic contact
information to respond to inquiries or requests. This includes:
• First Name
• Last Name
• Email Address
• Subject of Inquiry
• Message Content
C) Automatically Collected Information: When you visit our website, certain information is automatically
collected to enhance your browsing experience. This includes:
• IP Address
• Browser Type
• Device Information
• Pages Visited
• Time Spent on Pages
• Cookies and Tracking Technologies (explained in more detail in our Cookies section)
D) Communication Data: When you communicate with us via email, phone, or any other communication
channel, we may collect:
• Your contact details
• Details of your communication (e.g., questions, feedback, support requests)
• Any other information you provide during our interactions
E) Cookies and Analytics Data: We use cookies and similar tracking technologies to collect information about
how you interact with our website. This data helps us understand usage patterns, improve the website’s
performance, and provide a more tailored experience. For more details, please refer to our Cookie Policy
posted on our website.
LAWFUL BASIS FOR PROCESSING PERSONAL INFORMATION
At Housing Referrals LTD, we process information based on the following lawful bases:
A) Consent: We may process personal data where we have obtained explicit consent from the individual,
especially for sensitive data such as health information or legal status.
B) Contractual Necessity: In some cases, we process personal data to fulfill a contract, such as coordinating
support services or securing accommodation for service users.
C) Legal Obligation: We may be required to process personal data to comply with legal obligations, including
maintaining records for tax or regulatory purposes.
D) Legitimate Interests: We may process personal data when it is necessary for our legitimate interests,
provided these interests are not overridden by the rights and interests of the individual. For example, we may
use personal data to improve our services or to ensure the safety and security of service users.
E) Public Interest: We may process personal data when performing tasks in the public interest, particularly
when working with local authorities to provide supported accommodation for vulnerable individuals.
USE OF INFORMATION
Housing Referrals Ltd uses the personal information we collect to provide and improve our services. Specifically, we
use your data for the following purposes:
A) Processing Referrals: We use the personal information provided in referral forms to assess and process
referrals, ensuring that we can match individuals with suitable supported accommodation.
B) Client Communication: We use contact information to communicate with service users, local authorities,
and housing providers regarding referrals, support needs, and accommodation arrangements.
C) Support Coordination: We use personal information, including health and support needs, to coordinate with
our support staff and service providers who will assist service users.
D) Invoicing: We use personal data to invoice local authorities for the services provided, such as accommodation
and support services.
E) Dispute Resolution: We use personal data to resolve any disputes that may arise, ensuring that all issues are
handled in compliance with legal requirements.
F) Feedback Collection: We may collect feedback from service users to improve our services and provide better
support in the future.
G) Record Keeping: We maintain accurate records of referrals, services, and communications for internal
reporting and compliance purposes.
H) Internal Reporting: We use personal data for internal purposes such as analysing trends, improving services,
and reporting on performance to our partners.
DATA RETENTION AND DELETING YOUR INFORMATION
A) Retention Period: We retain personal data collected through referral forms, contact forms, and service
communications for up to 6 years from the date of collection. This retention period ensures we can meet legal,
regulatory, and operational obligations, such as record keeping, auditing, and dispute resolution. Any sensitive
personal information, such as health information or legal status, is also retained for up to 6 years unless a
longer retention period is required by law or for legal claims.
B) Deleting Personal Information: You have the right to request that your personal data be deleted from our
systems. If you no longer want us to retain your data, you can contact us using the details provided in this
Privacy Policy. We will confirm the receipt of your request and respond within 30 days. In certain
circumstances, we may not be able to delete all of your data if there is a legal obligation to retain some
information (e.g., for tax purposes or to resolve disputes). You can request us to delete your information by
writing to us at kiran.roberts@housing-referral.co.uk.
C) User Verification: Prior to processing deletion requests, we may need to verify the identity of the user to
ensure the security of personal information.
D) Exceptions: Certain information may be exempt from deletion if retention is necessary for legal compliance,
dispute resolution, or other legitimate business purposes.
E) Backup Copies: Information may continue to exist in backup copies for a limited period after deletion. These
copies are retained for system restoration purposes and are not actively used.
INFORMATION SHARING
Housing Referrals Ltd shares personal data only when necessary to provide our services and to comply with legal
obligations. We may share your information under the following circumstances:
A) Sharing with Housing Providers: We share service user data, including referral information, with housing
providers and housing associations. This is necessary to match service users with suitable supported
accommodation.
B) Sharing with Local Authorities: We may share personal data with local authorities as part of our obligations
to provide supported accommodation and to coordinate services for asylum seekers.
c) Third-Party Service Providers: We may engage third-party service providers to help us manage and deliver
our services, such as IT support, data storage, and communication services. These providers are contractually
obligated to handle personal data securely and in accordance with GDPR.
d) Legal Compliance: We may share personal data when required to do so by law, such as in response to a court
order, legal process, or to comply with regulatory obligations. We may also share information to enforce our
agreements or protect the rights, safety, and security of Housing Referrals Ltd, our service users, or others.
e) Consent-Based Sharing: If explicit consent has been obtained from the service user, we may share sensitive
personal data, such as health information or legal status, with relevant support agencies or healthcare
providers.
We ensure that any third parties we share personal data with are fully compliant with GDPR and other relevant privacy
laws. Your personal information will never be sold to third parties.
HOW WE STORE AND PROTECT YOUR DATA
Housing Referrals Ltd takes the security of your personal data very seriously. We implement a range of technical and
organisational measures to ensure that your information is stored and protected in compliance with the General Data
Protection Regulation (GDPR) and the Data Protection Act 2018. Below are the key ways in which we store and
safeguard your data:
A) Data Storage: Your personal data is stored in secure, encrypted databases that are hosted on Microsoft
OneDrive, a cloud service provider that adheres to industry-standard security protocols. Microsoft OneDrive
provides high-level encryption both during data transmission and while data is at rest, ensuring that your
personal information remains protected from unauthorised access.
B) Two-Way Authentication: Access to our systems requires two-way authentication, adding an extra layer of
protection to ensure only authorised personnel can access your personal data.
C) Encryption: All personal data is encrypted using industry-standard methods both during transmission and
while stored. This ensures that even in the event of interception or unauthorised access, the data remains
unreadable.
D) Firewalls and Intrusion Detection: We use firewalls to monitor and block any suspicious activity, ensuring
our systems remain protected. Our intrusion detection systems alert us to any unauthorised access attempts
in real-time.
E) Regular Backups: Personal data is backed up regularly to protect against accidental loss, system failures, or
cyberattacks. These backups are also encrypted and securely stored.
F) Access Control: Access to personal data is restricted to authorised personnel who need the information to
perform their roles. We regularly review access permissions to ensure compliance with security protocols.
G) Employee Training: Our staff members receive regular training on data protection, GDPR compliance, and
security measures to ensure they handle personal data responsibly.
H) Data Breach Response: In the event of a data breach, we will take immediate action to identify and contain
the breach. We will notify affected individuals via email and report the breach to relevant authorities in
accordance with legal requirements.
I) Security: We employ reasonable security practices to ensure that the information is safe and secure with us.
However, no information on the internet is 100% safe, and you accept and acknowledge such risk. Also, we
will disclose the information so collected for limited purposes as mentioned in this Privacy Policy.
LINKS TO OTHER SITES
Our website may contain links to third-party websites that are not operated by Housing Referrals Ltd. Please be aware
that once you click on a third-party link, you will be directed to their website, and their privacy practices will apply.
We are not responsible for the content, security, or privacy policies of any third-party sites. We encourage you to review
the privacy policies of these websites before providing any personal information.
RIGHTS UNDER UK GDPR AND DATA PROTECTION ACT, 2018
Under UK GDPR, the DATA CONTROLLER for the data collected by us to provide you with our services is: Company Name: Housing Referrals LTD Registered Office: 16b Josephine Avenue London United Kingdom SW2 2LA Company Registration Number (CRN): 15120560 ALL YOUR USER INFORMATION WILL BE COLLECTED, STORED, PROCESSED AND SHARED STRICTLY
IN ACCORDANCE, IN LINE AND IN FULL COMPLIANCE WITH UK GENERAL DATA PROTECTION
REGULATION AND DATA PROTECTION ACT, 2018.
Under applicable law, you have the following rights with respect to your personal information:
A) Right to Access: You have the right to request access to the personal data we hold about you. This allows
you to know what data we have collected, how we use it, and who we share it with. Upon request, we will
provide you with a copy of this information free of charge, unless the request is manifestly unfounded or
excessive, in which case we may charge a reasonable fee.
B) Right to Rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right
to request that we correct or update the information. We will take prompt action to ensure that any
inaccuracies are rectified.
C) Right to Erasure (Right to be Forgotten): You have the right to request that we delete your personal data
where it is no longer necessary for the purposes for which it was collected, where you have withdrawn your
consent, or where the data is being processed unlawfully. There are certain legal obligations that may prevent
us from deleting your data, such as compliance with legal requirements or for the establishment, exercise, or
defence of legal claims.
D) Right to Restrict Processing: You can request that we restrict the processing of your personal data in certain
circumstances, such as when you contest the accuracy of the data or object to its processing. During this time,
we will still store the data but will not process it further until the issue is resolved.
E) Right to Data Portability: You have the right to receive the personal data you have provided to us in a
structured, commonly used, and machine-readable format. You can also request that we transmit this data to
another data controller where technically feasible.
F) Right to Object: You have the right to object to the processing of your personal data for reasons related to
your particular situation, especially if the processing is based on legitimate interests. We will cease processing
your data unless we can demonstrate compelling legitimate grounds for the processing or for the
establishment, exercise, or defence of legal claims.
G) Right to Withdraw Consent: If we are processing your personal data based on your consent, you have the
right to withdraw that consent at any time. Once you withdraw your consent, we will stop processing your
data unless we have another lawful basis to do so.
H) Right to Lodge a Complaint: If you believe that your rights under the UK GDPR or Data Protection Act
2018 have been violated, you have the right to lodge a complaint with the Information Commissioner’s Office
(ICO). The ICO is the UK’s supervisory authority for data protection matters. You can contact the ICO via
their website (www.ico.org.uk) or by phone.
I) How to Exercise Your Rights: To exercise any of these rights, you can contact us at kiran.roberts@housing-referral.co.uk. We will respond to your request within 30 days. We may ask you for additional data to confirm
your identity and for security purposes, before disclosing data requested by you. We reserve the right to
charge a fee, where permitted by law. We will decline to process requests that jeopardise the privacy of
others, are extremely impractical, or would cause us to take any action that is not permissible under applicable
laws. Additionally, as permitted by applicable laws, we will retain where necessary certain personal
information for a limited period of time for record-keeping, accounting and fraud prevention purposes.
HOW TO OPT OUT
Housing Referrals Ltd respects your right to control how your personal data is used. If you wish to opt out of certain
data processing activities or withdraw your consent, we provide simple and straightforward methods to do so.
A) Opting Out of Data Processing: You can opt out of specific data processing activities, such as receiving
communication or sharing your information with third parties, by contacting us. To opt out, you can:
• Contact Us: Send an email to kiran.roberts@housing-referral.co.uk or call us using the contact details
provided on our website.
• Submit a Request: Clearly state that you wish to opt out of specific data processing activities or withdraw
your consent. Include your full name and any relevant details to help us identify your data in our system.
• Confirmation: Once we receive your request, we will confirm receipt and begin processing it. We will stop
processing your data for the specified purposes unless we have a legal requirement to continue or legitimate
business interests.
• Cease Processing: Upon opting out, we will immediately cease processing your data for the requested
activities, such as marketing communications or data sharing with third parties.
B) Withdrawing Consent: If you provided consent for us to process your personal data (such as for sensitive data or
marketing purposes), you can withdraw that consent at any time. To withdraw consent:
• Submit a Withdrawal Request: Contact us via email at kiran.roberts@housing-referral.co.uk and clearly
state that you are withdrawing your consent. Include your full name and any other details to help us identify
your data.
• Confirmation: We will confirm receipt of your request and stop processing your data based on your consent.
Any further processing will be restricted unless required for legal or legitimate purposes.
• Impact of Withdrawing Consent: Please note that withdrawing consent may affect the services we provide
to you. For example, we may not be able to process your referral or offer certain support services without
access to specific data.
C) Opting Out of Cookies: You can manage your cookie preferences through your browser settings. If you wish to
opt out of analytics or non-essential cookies, please refer to our "Cookies and Tracking Technologies" section for
detailed instructions on how to adjust your settings and opt out.
D) Data Deletion: If you wish to have your data deleted after opting out or withdrawing consent, please refer to the
"Data Retention and Deleting Your Information" section for further details on how to request data deletion.
E) Processing Timeline: We will process all opt-out or withdrawal requests within 30 days of receiving them. During
this time, we may continue to process your data only if it is required by law or for legitimate business purposes.
CHOICE OF LAW AND DISPUTE RESOLUTIONS
Unless provided by the relevant statute, rules, or directives applicable to the jurisdiction in which you reside, in case of
any disputes, issues, claims or controversies arising out of or in relation to your use of the Site or our services, the laws
of England (UK) shall be applicable, without regards to its conflict of law provisions, and the courts located in the
London, England shall have the exclusive jurisdiction to try and entertain all disputes arising from this Privacy Policy
