Orkney Housing Association
Quality Affordable Homes for Orkney

Privacy Policy

Orkney Housing Association Limited (OHAL) is a not for profit housing association that owns and manages nearly 1,000 homes across Orkney.

We take the confidentiality and security of the information we hold about our customers and colleagues very seriously.

This Privacy Notice explains how we use the personal information we collect.

How we collect information about you

We collect information in a variety of ways, including but not limited to:

  • When customers apply for a home
  • When customers sign a tenancy agreement
  • Through on-going contact with customers during a tenancy
  • When customers access services by logging in to our website
  • When customers terminate a tenancy
  • If a customer makes a complaint
  • When dealing with ASB cases
  • Job applications
  • When an offer of employment is taken up

When you apply to become a Orkney Housing Association client, we request and hold on file any references necessary to assess your application. This may include (but is not limited to), where appropriate, information from other landlords, the Police, the Probation Service, support services, Social Services, and health services.

Who we collect information on

We collect personal information about:

Clients: This includes current, former and potential clients, who live in our properties or access our support and other services, and could also include their family and people associated with them.

Employees: This includes current, former and potential colleagues, as well as Board Members and apprentices.

Anyone who makes a complaint or enquiry and visitors to our website and offices

How we use your information

We use the information we collect so that we can deliver our services to you. We use your information to:

  • Manage allocations and lettings
  • Manage tenancies
  • Receive rent and service charges
  • Provide a repairs and maintenance service
  • Resolve ASB disputes
  • Investigate complaints
  • Engage with customers to get feedback on our services
  • Process the monthly payroll
  • Manage employee benefits with 3rd parties
  • Process requests from 3rd parties for example Council Tax, Job Centre Plus

Links to other websites

This notice is limited to this website only. If you follow a link to an external site, we recommend that you check the privacy notice of the site before giving any personal details.

Sharing your information

We will not share your personal information without your consent, unless allowed by law. Examples of organisations we may share your information with, where appropriate, are:

  • Contractors
  • Local Authorities
  • Housing Benefit
  • DWP
  • Social services
  • Police
  • Probation Service
  • Other landlords
  • Utilities companies
  • Council tax
  • Debt recovery agency
  • Courts
  • Pensions Companies
  • Job Centre Plus
  • HMRC
  • Printers
  • Fire Service
  • Support agencies
  • Health services

We may share customers’ personal information on a collective basis with other organisations to help us gain insights in to our customer base, so we can target and deliver our services in a way that maximises benefits for our customers. Whenever we do this, we will ensure that your personal information is handled under strictly controlled conditions and in accordance with the requirements of the Data Protection Act.

Accessing your information

Under the Data Protection Act 1998 individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will tell you what this is and let you have a copy of it. We may make a nominal charge of £10 towards our administration costs for the request. We will require proof of your identity before we disclose information to you. You can ask for your information by emailing us at enquiries@ohal.org.uk or writing to Orkney Housing Association Limited, 39a Victoria Street, Kirkwall, Orkney, KW15 1DN


We are committed to ensuring that your information is kept secure. We have developed separate ICT policies which set out how we keep the information held on our systems secure. We also have a number of physical security measures in place, such as office security and confidential destruction of all waste paper.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Changes to our privacy notice

We keep our privacy notice under regular review and will place any updates on this webpage. The notice was last reviewed in November 2015

How to contact us

We welcome any queries you may have regarding this Privacy Notice, or any information we hold about you. Please contact us at enquiries@ohal.org.uk