Property maintenance.
To manage your repairs and maintenance, we use your information to ensure we comply with legal requirements, carry out safety checks and to diagnose any problems with your home.
Repairs and Maintenance
Our purpose(s) for processing and lawful basis
Riverside is responsible for maintaining the standard and safety of your home and carrying out repairs on your property as needed. You should read your tenancy or license agreement for more information about what we, and you, are responsible for.
The legal bases which apply to the processing described above are:
- Where we need to take measures to enter into and then perform a contract we have entered into with you
- Where we need to comply with legal obligations (health and safety).
- Where we need to protect your vital interests or someone else’s vital interests (in the event of an emergency)
How we use your information
We will use your information:
- To manage emergency and non-emergency repairs and maintenance
- To manage programmed repairs – scheduled maintenance to continually improve your home
- To manage any identified or requested Aids or Adaptations – these are alterations or additional fittings which can be provided to assist you, or someone within your household to access the basic facilities within your home
- To ensure that you, and anyone carrying our repairs or maintenance on your property is kept safe during repairs or safety visits
We may offer you the option to use video diagnostic technology to assist us with any of the uses listed above.
Who we may share your information with
- Third parties contracted to carry out repairs and maintenance on our behalf
- Local Authorities where you have requested major aids and adaptations
- Occupational Therapists where you have requested major aids and adaptations
We may also be required to share anonymised data with our regulators and government bodies, such as the Secretary of State, if we are required to do so by law or if it is judged in the public interest to demonstrate effective solutions for managing issues such as damp and mould or other health hazards..
How long we will keep it
We keep information on our tenancy files for six years after the tenancy ends
Diagnostics
Our purpose(s) for processing and lawful basis
We use a number of tools and/or services to assist us in diagnosing faults and issues and utilising smart devices.
If you choose to have a Switchee thermostat in your home, you can control your heating to enable you to monitor your energy consumption. You can read Switchees Privacy Notice here.
Riverside can also use data captured to gather information about the energy performance of your property.
The legal bases which apply to the processing for Switchee are:
- Where it is necessary for yours and our legitimate interest (please see how we use your information below)
If you contact us about a repair or maintenance issue, we may offer you the option of using video diagnostic technology on your personal device to enable us to diagnose issues and faults. Video diagnostics will not collect personal information by default, but minimal personal data including your image, or those of your household, may be captured as you are in control of what can be seen using the camera on your device.
The legal bases which apply to the use of video diagnostics are:
- Where we have your consent to start the diagnostic
- Where it is necessary for yours and our legitimate interest to use the information collected (please see how we use your information below)
How we use your information
Switchee:
- For installation and customer support (your contact information)
- For screen surveys (your contact information)
- Sensor data for temperature, light, motion, air pressure and humidity will be used to allow Riverside to identify any property performance issues so that we can plan, fund, prioritise and allocate resource for responsive and non-responsive repairs, maintenance, and investment.
Switchee may also pair sensor information with local weather data to provide analytics for:
- Condensation, damp, and mould risk
- Fuel poverty risk
- Heating performance
- Appointment scheduling
Please note that although sensor data itself is not personal data, it could reveal behavioural information about your household.
Video diagnostics:
- To diagnose faults or issues before an engineer attends your property
Diagnostics will help us to increase first contact resolution for you, sometimes without requiring an engineer visit. It will also aid in improving our first-time fix by identifying the tools and parts required to fix issues on the first visit.
Who we may share your information with
Switchee:
We may communicate any information essential for the management of your home, including any health and safety issues, with managing agents operating on our behalf. We may share the same information with other landlords (or managing agents acting on their behalf) who are involved in the joint management of properties.
Where you have consented, we may share your contact details with Riverside support services or third parties offering assistance and advice on energy savings, affordable warmth, and cost of living.
Video diagnostics:
- Repairs and maintenance contractors (including Evolve)
How long we will keep it
We keep information on our tenancy files for six years after the tenancy ends
Non-personal data may be combined with personal data collected through your use of Switchee and may be anonymised and shared with Riversides insurers, our funders, our regulators, government departments and selected research and analysis providers.
Safety checks
Our purpose(s) for processing and lawful basis
Your safety is our top priority. This includes keeping you and your home safe in the event of a fire. As your landlord, we’re also responsible for making sure any gas appliances and pipework in your home are safe and working normally. So, we carry out annual gas safety checks in all of our properties with a gas supply.
The legal bases which apply to the processing described above are:
- Where we need to carry out a task in the public interest (to assess risk)
- Where we need to comply with legal obligations (The Gas Safety (Installation and Use) Regulations 1998, The Fire Safety (England) Regulations 2022).
- Where we need to comply with social protection responsibilities
- Where we need to protect your vital interests or someone else’s vital interests (in the event of an emergency)
How we use your information
Your information will be used by us to set up access to your property, conduct the required safety inspections, and keep a record of any communications with you on those matters.
We will use any information provided by third parties such as electricians or gas safe registered engineers (if they are not directly employed by Riverside) or the Fire and Rescue Service to identify and prioritise any actions needed for the safety of your household.
Who we may share your information with
- Repairs and maintenance contractors (including Evolve)
- Your utility providers
- Fire and Rescue Services
- Third party accommodation providers if we advise that you must vacate the property due to safety concerns
- Local authorities where required
- Government departments where required
- The Police if we have reason to suspect that a criminal act has been committed (such as tampering with meters or arson)
How long we will keep it
We keep information on our tenancy files for six years after the tenancy ends
We keep records of the gas safety check on your property for up to 2 years and 2 months.