Privacy Policy
How we collect, use, and protect your personal information
Introduction
Social Home (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our property management platform.
This policy complies with the UK GDPR (UK General Data Protection Regulation) and the Data Protection Act 2018. We are committed to being transparent about our data practices and respecting your data protection rights.
Your Rights: Under GDPR, you have comprehensive rights over your data. Learn about your GDPR rights →
Data Controller Information
Kunda House Limited
Registered office: Office 6288, 58 Peregrine Road, Ilford, England, IG6 3SZ
Company number: 15702190
Email: privacy@social-home.co.uk
Contact form: Get in touch
Information We Collect
Personal Information
We collect the following types of personal information:
Name, email address, phone number, postal address
Username, password, role-based access levels
Property addresses, tenancy agreements, maintenance records
Rent payments, financial transactions, account details
Messages, notifications, support requests
Login times, feature usage, system interactions
Special Category Data
In limited circumstances, we may process special category data (sensitive personal data) such as:
- • Health information related to property accessibility requirements
- • Information necessary for assessing housing needs
- • Data required for legal compliance in social housing
We only process special category data with explicit consent or where legally required for social housing purposes.
Automatically Collected Information
Google and YouTube Data
If you connect a YouTube account, Social Home uses the YouTube Data API to access the channel identity and metadata, videos that you choose to upload or manage, thumbnails, playlists, and the OAuth tokens needed to perform those actions. We use this data only to provide the publishing and channel-management features that you authorise.
OAuth tokens are encrypted at rest and available only to authorised server-side systems. We do not sell Google user data, use it for advertising or AI model training, or share it for unrelated purposes. We disclose it only to processors needed to operate and secure the Service.
We retain this data while your connection is active and as required for security, audit, and legal obligations. You can disconnect YouTube in Social Home, delete your account, or revoke Social Home from your Google Account permissions. Disconnecting or revoking access stops future API access; deletion requests are handled under the retention rules in this policy.
Social Home's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
How We Use Your Information
Service Provision
- • Managing property portfolios and tenant relationships
- • Processing maintenance requests and work orders
- • Handling financial transactions and rent collection
- • Generating compliance reports and documentation
- • Providing customer support and communication
Legal Compliance
- • Complying with social housing regulations
- • Meeting data protection and privacy requirements
- • Fulfilling legal obligations and reporting requirements
- • Protecting against fraud and illegal activities
Platform Improvement
- • Analysing usage patterns to improve our services
- • Developing new features and functionality
- • Ensuring platform security and performance
- • Conducting research and statistical analysis
Legal Basis for Processing
We process your personal data under the following legal bases:
Processing necessary for service agreement
Required by law for social housing compliance
Where you have explicitly consented
Necessary for our legitimate business interests
Performing a task in the public interest
Artificial Intelligence and Automated Processing
We use artificial intelligence (AI) and automated processing in several parts of our platform. This section explains how AI relates to your personal data and your rights under the EU AI Act (Regulation 2024/1689) and UK GDPR.
AI Systems That Process Your Data
Our AI systems process personal data to provide responses and recommendations. A full inventory of every AI system we use, including what data each system processes and the level of human oversight applied, is published on our AI Transparency page.
Automated Decision-Making (GDPR Article 22)
We do not make purely automated decisions with legal or similarly significant effects on you without human involvement. Where AI systems produce recommendations that may affect your housing, financial arrangements, or personal circumstances (for example arrears risk alerts, pricing recommendations, compliance assessments, income verification, or applicant scoring during a tenancy application), a human member of staff reviews the output before any action is taken.
Identity verification during a tenancy application uses AI to read your ID document and compare it against a selfie. If this check does not clearly pass, a member of staff reviews it before your application can be rejected or you are asked to resubmit — a rejection is never finalised on the AI score alone. Where the check clearly passes, your application currently proceeds automatically; you may request human review of any identity verification result at any time by contacting ai-compliance@social-home.co.uk.
- • Legal basis: Contract performance and legitimate interests for operational AI; consent where required for special-category data processing
- • Your rights: You may request human review of any AI-assisted recommendation affecting you, and you may request an explanation of the AI's role in any outcome
- • Objection: You may object to AI-assisted processing by contacting privacy@social-home.co.uk
AI Decision Log Retention
We retain logs of AI system outputs (including AI concierge conversations, tool executions, and recommendation records) for a minimum of 6 months in line with EU AI Act Article 12, and for longer periods where required by other applicable law. Voice call transcripts and AI chat logs are included in this retention policy. Identity documents, selfie images, and income documents submitted during a tenancy application are retained only for as long as needed to assess the application and to meet our legal record-keeping obligations, and are deleted or anonymised thereafter.
Third-Party AI Providers
We use the following AI providers to power our AI features. Each provider processes data under appropriate Data Processing Agreements (DPAs) and is subject to relevant data protection law:
To exercise your AI rights (explanation, human review, objection), please contact ai-compliance@social-home.co.uk. See our AI Transparency page for the full AI system register.
Data Sharing & Disclosure
Third-Party Service Providers
We may share your data with trusted third-party service providers who assist us in operating our platform, including hosting providers, payment processors, and analytics services. These providers are contractually obligated to maintain confidentiality and security.
Legal Requirements
We may disclose your information if required by law, court order, or government regulation, or to protect the rights, property, or safety of Social Home, our users, or the public.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.
Data Security Measures
We implement comprehensive security measures to protect your personal data:
Data Retention Policy
We retain your personal data only as long as necessary for the purposes outlined in this policy or as required by law:
Retained while your account is active and for 7 years after account closure
Retained for 7 years for tax and accounting purposes
Retained for 3 years or as required by law
Retained for 2 years for security and analytics purposes
Your Data Protection Rights
Under UK GDPR, you have the following rights:
Right to Access
Request a copy of your personal data
Right to Rectification
Request correction of inaccurate or incomplete data
Right to Erasure
Request deletion of your data (subject to legal requirements)
Right to Restriction
Request limitation of processing in certain circumstances
Right to Data Portability
Request your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests or direct marketing
To exercise these rights, please contact us using the information provided below. We will respond to your request within 30 days.
Contact & Support
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:
Kunda House Limited
Email: privacy@social-home.co.uk
Contact form: Get in touch
Address: Office 6288, 58 Peregrine Road, Ilford, England, IG6 3SZ
For account deletion requests, please visit our Account Deletion page.
Complaints: If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.