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Cumbria Choice

Privacy policy


Privacy Policy Statement


This policy describes how the Cumbria Choice Partnership will use the data you provide to us in line with the requirements under the Data Protection Act (2018) and the General Data Protection Regulation (2016/679) and all future legal data protection acts (Data Protection Legislation).

Who is the Cumbria Choice Partnership?

Cumbria Choice is a Partnership of the following Cumbrian Social Housing Providers and Local Authorities:

Castles & Coasts Housing Association           

Home Group


Accent Housing Association

Impact Housing Association

Eden Housing Association

South Lakes Housing

Carlisle City Council

Allerdale Borough Council

Copeland Borough Council

Eden District Council

South Lakes District Council

Barrow Borough Council

(referred to throughout as Partner(s))

Cumbria Choice is the operating name for our choice based lettings system that is provided by all the above Partners jointly and we use an IT system which processes personal data for customers of the Partner landlords.  This Privacy Statement refers to information held on and processed by that IT system. 

Each Partner has its own Privacy Statement that refers to how personal information is processed by each of them in line with Data Protection Legislation.  Below are the hyperlinks to each organisation’s individual webpage. 

How the Cumbria Choice Partnership use your personal information

The Partners listed above are known as ‘controllers’ of the data you provide and are each registered as data controllers with the Information Commissioners Office with the following registration numbers. If you click on the links below, you will be automatically directed to their privacy statements. Each Partner is responsible for its own privacy statement.

Please note that once you are offered a property by one of the Cumbria Choice Partners and your tenancy agreement is effective, at this stage, the data controller will cease to be all of the Partners in Cumbria Choice and will become only the Partner who is your landlord, which is who you have a tenancy agreement with.

Castles & Coasts Housing Association           ZA268880        

Home Group                                                    Z7530875         

Riverside                                                         Z2295358         

Accent Housing Association                           Z6007545          

Impact Housing Association                           Z5842040         

Eden Housing Association                             Z4644919          

South Lakes Housing                                     ZA007139          

Carlisle City Council                                       Z5918467        

Allerdale Borough Council                             Z5680850          

Copeland Borough Council                            Z5959667         

Eden District Council                                     Z6208207          

South Lakes District Council                          Z4644478          

Barrow Borough Council                                Z637771X

The Partners take your privacy seriously and will not use the information you provide for any other purpose than to administer your application. 

When you provide your personal information to us, the Partners of Cumbria Choice will use this and any other additional information you provide together with any information that your lead landlord obtains about you from a third party to process your personal data:

-       as proof of your application;

-       to process and to consider your application for social housing;

-       to comply with any laws or regulations; and

-       to carry out work in the public interest (or work authorised to carry out in the public interest)

The lawful basis on which we process your personal data are:

           Performance of a contract that we have or have had with you or a contract that you are wanting to enter into with us. This includes:

-       verifying your identification registration for social housing;

-       administrating the application process.

           The processing of the information is necessary for our legitimate interests or that of a third party. This would include:

-       communicating with and understanding your needs and requirements - tailoring our services to suit;

-       verifying your identity; and

-       preventing fraud and money laundering.

     It may be that in order to comply with a legal obligation we may need to process your information. This will include when you want to exercise your rights under Data Protection Legislation as well as establishing and defending any Partner’s legal rights.

     There are some occasions where we may need to rely on your consent to process your information. You can change or withdraw consent at any time.

     When a life is at risk, it may be necessary for one of the Partners to share your information under the lawful basis of vital interests.

The information that you provide will be held and used in accordance with Data Protection Legislation.

We will retain your information for only as long as necessary, and in any event, for the following time periods:

-       If your application is closed or cancelled, we will delete your personal data after 6 months.

-       If you are re-housed, we will delete your personal data after 2 years.

We store your information securely in line with Data Protection Legislation at a level appropriate for its sensitivity.

What personal data will we hold about you?

We keeps records in order to be able to manage your application for social housing. You can complete a paper based form, or use our online form. These records include:

-       National Insurance number

-       Full name

-       Home address

-       Contact telephone number

-       Email address

-       Photographs or photographic identification, for example a passport

-       Financial information

-       Information about alleged or proven offences by your or members of your household, or related court cases, may be processed by us if it appears relevant to the management or sustainment of your tenancy

-       Household make-up (who lives with you now and who you want to live with)

-       Medical information

-       Housing history over the last 5 years

We may also receive personal data about you from other people or organisations. This may come from someone you asked or authorised to provide personal data and in some cases, it will be provided to us in confidence.

Special category personal data. Some of the information we ask you for is defined as special category personal data. Two types of special category personal data, if applicable to you, would be processed by us for the following purposes:

·        Information about your racial or ethnic origin and sexual orientation is processed for equalities monitoring. This information will be extracted and anonymised, therefore will not be able to personally identify you.

·         Information about your physical or mental health is processed to help us to provide you with the most suitable accommodation, and will assist us in making reasonable adjustments to our services, in order to assist you access accommodation, throughout your relationship with us.


Other categories of special category personal data are unlikely to be relevant to your relationship with us. We would not expect to process these without seeking further consent from you.

If you ask us not to process some or all special category personal data, or any other categories of information, the services which we are able to provide may be restricted.

You will not personally be identified in any reports making use of statistical information.

Data Sharing – Who do we share your data with?

Cumbria Choice may share data for lawful reasons with organisations, the list is as follows but is not limited to:

·         Health and social welfare organisations (only statutory services)

·         Probation services

·         Police forces

·         Courts and tribunals

·         Legal requirements including providing information for housing benefit and universal credit, council tax, criminal activity

·         Safeguarding teams

Cumbria Choice does not transfer any personal data outside of the United Kingdom.

Storage of Data


All personal data is stored in secure UK data centres operated by Civica UK Limited in two independent, geographically separate hosting environments. Both data centres have been designed as a Tier 3 data centre. Customers have the protection of security barriers, 24x7x365 monitoring by on-site personnel to include verification of all persons entering the building, CCTV video camera surveillance throughout, and security breach alarms.  Both locations are ISO9001 and ISO27001 security accredited. Civica maintain two independent backups of data to ensure that your data is backed up each night. Database backups are performed repeatedly throughout the day and are closely monitored to ensure that the backups remain consistent and are offsite within the required timescales.  All production databases backups are automatically tested fortnightly at random to ensure they remain viable. Application and database backups are committed to tape daily and these are taken off site to a secure Iron Mountain vault for long term retention.


Web Page Tracking Cookies


Cumbria Choice uses cookies to track information on this website, a cookie is a small text file which is placed on your computer by websites when you visit them.


This website uses the following cookies:



- This cookie allows us to distinguish you anonymously from other users of the website and helps us to provide you with a good experience when you browse our site. It is essential for various sections of this site to work for you. This cookie will expire automatically when you close your browser.



- This cookie is a security measure and helps protect the website from unauthorized data submissions. This cookie will expire automatically when you close your browser.



- This cookie is used to determine if the current user has logged in to their account and has been authorized. This cookie will expire automatically when you close your browser.



- This cookie is used to determine if the banner describing cookie use in this website has been hidden by the user. This cookie will expire after one year.



- This cookie is used to determine if you have opted to use the full site even when browsing from a mobile device. This cookie will expire after 7 days.



- This cookie is used to determine your language preference for our translation tool. This cookie will expire after 30 days.


The following cookies may also be used for analytical purposes:

_ga and _gat

- These cookies are used by Google Analytics to track user activity on the website.


None of the above cookies are used for any advertising purposes.


You may delete and block cookies in your browser should you wish, by activating the setting on your browser that allows you to refuse the setting of all or some cookies, but you will then be unable to access all of this website.


Your Rights



Right of access

You have the right to obtain confirmation from the Cumbria Choice     Partnership as to whether or not personal data concerning you is being  processed, and, where that is the case, access to that personal data.

Right to rectification

You have the right to oblige the Cumbria Choice Partnership to rectify inaccurate personal data concerning you. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed by providing a supplementary statement.

Right to erasure

(right to be forgotten)

You have the right (under certain circumstances, but not all) to oblige the Cumbria Choice Partnership to erase personal data concerning you.

Right to restriction of processing

You have the right (under certain circumstances, but not all) to oblige the Cumbria Choice Partnership to restrict processing of your personal data. For example, you may request this if you are contesting the accuracy of personal data held about you.

Right to data portability

You have the right (under certain circumstances, but not all) to oblige the Cumbria Choice Partnership to provide you with the personal data about you which you have provided to the Cumbria Choice Partnership in a structured, commonly used and machine-readable format.

You also have the right to oblige the Cumbria Choice Partnership to transmit that data to another controller.

Right to withdraw consent

If the lawful basis for processing is consent, you have the right to withdraw that consent.

Right to object to direct marketing

Where your personal data are processed for direct marketing purposes, you have the right to object at any time to processing of your personal data for marketing, which includes profiling to the extent that it is related to such direct marketing.

Rights in relation to automated decision making and profiling

The Cumbria Choice Partnership does not perform any automated decision-making based on personal data that produces legal effects or similarly significantly affects you.

Your right to lodge a complaint with a supervisory authority

If you wish to exercise any of your rights concerning your personal data, the first step is to contact the Cumbria Choice Partner who you have selected to act as the administrator for your application. The contact information can be found in the respective Partner’s privacy statement the links to which are at the beginning of this policy.

If you are not satisfied with the response you receive you have the right to lodge a complaint with the supervisory authority. In the United Kingdom this is:

Information Commissioner's Office

Wycliffe House

Water Lane




 (t) 0303 123 1113







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