Privacy
How we handle your information
What this website collects, why we have it, how long we keep it, and what you can make us do about it.
Who is responsible
Ramaa Living Limited is the data controller for information collected through this website. We are at 15 Longport, Canterbury, Kent CT1 1PE. You can reach us at info@ramaaliving.co.uk.
What we collect
Only what you type into one of the forms on this site, which depending on the form is your name, your email address, your telephone number, which building and flat you are in, and what you have written in the message. The overnight guest form also asks for your guest’s name and address and a photograph of their identification.
Our server records the IP address a submission came from, and the date and time. That is used to stop the forms being abused, nothing else.
Why we have it, and our lawful basis
- To answer you. Reporting a repair, asking permission, complaining or sending a message. Where you are our tenant this is necessary to perform our contract with you. Where you are not, it is our legitimate interest in replying to someone who has contacted us.
- To keep a record. We keep a record of repairs and of permissions given or refused, because we have to be able to show what we did and when.
- To stop abuse of the forms. Our legitimate interest in keeping the site working.
We do not use your information for marketing. We do not sell it or share it for anyone else’s purposes.
Who sees it
The housing team. Where a repair needs a contractor, that contractor gets what they need to do the job and no more. Our email and hosting providers process it on our behalf under contract. We will disclose information where the law requires it, or where somebody is at risk of serious harm.
How long we keep it
- General enquiries and messages: two years from your last contact.
- Repair reports and permission requests: six years, which is how long we may need to evidence what was done to a property.
- Complaints: six years from the complaint being closed.
- Identification photographs supplied with a guest request: deleted once the request has been decided and the stay has passed.
- Form submission logs including IP address: twelve months.
Your rights
Under the UK GDPR you can ask us for a copy of the information we hold about you, ask us to correct it if it is wrong, ask us to delete it, ask us to restrict what we do with it, object to us processing it on the basis of legitimate interests, and ask for it in a portable form. There is no charge, and we will respond within one month.
To do any of that, write to us at info@ramaaliving.co.uk.
If you are not happy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk, or on 0303 123 1113. You can complain to them without coming to us first, though we would rather have the chance to put it right.
Cookies
This site sets no cookies. There is no analytics on it, no advertising, and no third party tracking, which is why you have not been asked to agree to anything. The only third party your browser contacts is Google Fonts, for the two typefaces the site uses.
Where it is held
Our server is in the United Kingdom. If a provider we use processes information outside the UK, we rely on the safeguards the UK GDPR requires, such as an adequacy decision or the International Data Transfer Agreement.
Security
The site is served over an encrypted connection and submissions are sent to us by email over an encrypted link. No transmission over the internet is completely secure, so please do not send us anything highly sensitive through a web form. If you need to tell us something of that kind, ask us how.
Changes
If this notice changes we will post the new version here. This version replaces the Citta Housing privacy policy of 4 August 2023, which referred to the Data Protection Act 1998 and is out of date.