June 2026

Introduction

Welcome to Tai Tarian’s online portal. We are committed to protecting your privacy and ensuring the security of your personal information. This privacy statement outlines how we collect, use, and safeguard your data when you use our services to manage your tenancies, raise repairs, view documents, and request appointments.

Information We Collect

1. Personal Information: When you register on our portal, we collect personal information such as your name, address, email address, phone number, and tenancy details.
2. Usage Data: We collect information about your interactions with our portal, including the pages you visit, the services you use, and the actions you take.
3. Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience on our portal and gather information about your usage patterns. Please see our Cookie Policy for more information.

How We Use Your Information

1.      To provide services: We use your personal information to manage your tenancies, process repair requests, provide access to documents, and schedule appointments.

2.      To improve our services: We analyse usage data to understand how our portal is used and to make improvements.

3.      To communicate with you: We use your contact information to send you updates, notifications, and other important information and news related to your tenancy and the services and events that we offer.

4.      To collect equalities data: We may use this data to manage your Occupation Contract with us and to provide you with services which meet your needs. We may also use this data to analyse the needs of the people who are applying/living in our properties

5.      AI and automated decision- We may use artificial intelligence (AI) to anonymise images that are uploaded to the portal that contain the image of a living individual. This technology helps us to anonymise the data of anyone captured within the image of a repair or defect. We ensure that any AI driven processes are transparent and fair, and we will regularly review images to maintain accuracy and reliability.

 

6.      Welsh Language – We will collect information of Welsh language preference information from our customers; to ensure that where the demand exists, we treat the Welsh and English language equally when providing services.

 

Lawful basis for processing

We will be processing your data for either because we have a legal obligation to do so or because it is required to manage your contract with us and we also process some categories of data for our legitimate purposes. To process your special category data we rely on the following lawful bases:

·        To prioritise repairs where a vulnerability or health need exists – we rely on Article 9(2)(b) (processing necessary for carrying out obligations in relation to social protection law).

·        To prevent, investigate and take action in relation to anti-social behaviour (ASB) – we rely on Article 9(2)(g) (substantial public interest), in line with our duties to protect tenants and communities.

·        To investigate and respond to complaints or legal claims – we rely on Article 9(2)(f) (establishment, exercise or defence of legal claims).

Data Security

We implement robust security measures to protect your personal information from unauthorised access, alteration, disclosure, or destruction. Our security practices include encryption, secure access controls, and regular security assessments.

Data Sharing and Disclosure

1. With Your Consent or for ours and your legitimate interests: We may share your information with third parties if you have given us explicit consent to do so or if we have a legitimate purpose.
2. Legal Requirements: We may disclose your information if required by law or in response to valid legal requests.
3. Service Providers: We may share your information with trusted service providers who assist us in operating our portal and delivering our services, subject to Data Processing Agreements and Due Diligence Reviews in line with Article 28 of the GDPR.

Your Rights

You have the right to access, correct, or delete your personal information held by us. You can also object to the processing of your data or request restrictions on its use where we have relied upon “Legitimate Interests” as a lawful basis under the GDPR.  To exercise these rights, please contact us at corporateservices@taitarian.co.uk

Changes to This Privacy Statement

We may update this privacy statement from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated statement on our portal and indicating the date of the latest revision.

Contact Us

If you have any questions or concerns about this privacy statement or our data practices, please contact us at corporateservices@taitarian.co.uk.

If you are unhappy with how we have handled your data, you can make a complaint to the ICO as follows: Make a complaint | ICO

Any data stored on the customer portal will be stored for the duration of your tenancy plus 6 years, the data may be kept longer if any outstanding debts are owed to us. If you close down your customer portal or it becomes dormant for over 6 months, the data will be deleted and will no longer be accessible by anyone.

Further Information

If you have any questions about the way in which we process personal data, please do not hesitate to contact us at corporateservices@taitarian.co.uk.