References to “iCare Housing”, “we”, “our”, or “us” in this notice refer to iCare Housing CLG, a registered charity and company limited by guarantee. Our registered office is: 407-409 The Capel Building, Capel Street, St. Mary’s Abbey, Dublin 7, D07 VK20. We are regulated by the Approved Housing Bodies Regulatory Authority (AHBRA) and the Charities Regulator. iCare Housing acts as the data controller in respect of the personal data we collect and process.
We may collect and process the following categories of personal information:
- Identity and Contact Data – e.g., name, date of birth, gender, PPS number, identification documents (e.g., passport, driving licence), address, telephone number, email, next of kin.
- Behavioural Data – e.g., tenancy compliance records.
- Financial Data – e.g., income details, employment status, payment history, welfare details, bank account information.
- Profile Data – e.g., household composition, marital status, nationality, and survey responses.
- Technical Data – e.g., IP address, browser type, operating system, and device identifiers
- Transaction and Usage Data – e.g., rent payment history and website usage data. Other Data – e.g., CCTV footage, call recordings, accommodation history, and landlord references.
- Special Category Data – e.g., medical or health-related information (only where strictly necessary and lawfully justified).
We collect only the data necessary for the purposes for which it is being processed. If you do not provide the information requested, we may be unable to fulfil our contractual or legal obligations.
We process your personal data for the following purposes:
- Managing tenancies and occupancy agreements
- Assessing applications for social housing and MTR schemes
- Coordinating property repairs, inspections, and maintenance.
- Responding to enquiries, complaints, and safeguarding issues.
- Complying with legal and regulatory requirements.
- Processing rent and other payments.
- Communicating important service updates.
- Monitoring and improving service quality
This list is not exhaustive
We process your personal data on one or more of the following lawful bases:
Consent – where you have given clear and informed permission
Contract – where processing is necessary for a tenancy or application
Legal obligation – to comply with statutory or regulatory requirements
Vital interests – to protect someone’s life or wellbeing
Legitimate interests – for the effective delivery of our services
Public interest – in the performance of tasks in the public interest
Special category data will only be processed where a suitable condition under Article 9 of the GDPR applies, such as explicit consent, substantial public interest, or social protection law.
We may share your personal data with third parties where it is necessary for the delivery of our services or to comply with legal obligations. These may include:
Local Authorities, the Housing Agency, and statutory bodies involved in housing provision.
Approved contractors and service providers, such as repair and maintenance personnel, IT support, and property surveyors.
Professional advisers, including accountants, legal representatives, and consultants.
An Garda Síochána, the Residential Tenancies Board (RTB), and other regulators where required by law.
Banks and authorised payment processors.
All third-party recipients are contractually bound to safeguard your data and are only permitted to process your information in accordance with our instructions.
We do not routinely transfer your personal data outside the European Economic Area (EEA). If such a transfer becomes necessary (e.g., if our IT providers host data on servers outside the EEA), we will ensure appropriate safeguards are in place, such as: The use of Standard Contractual Clauses approved by the European Commission Data processing agreements that guarantee equivalent data protection standards.
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, and contractual requirements.
Our retention periods are outlined in our Data Retention and Destruction Policy, which is available upon request.
Examples include:
Tenant records: Retained for the duration of the tenancy plus 6 years.
Ceased MTR applications: Retained for 12 Months after closure When personal data is no longer required, it is securely destroyed or anonymised.
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, and contractual requirements.
Our retention periods are outlined in our Data Retention and Destruction Policy, which is available upon request.
Examples include:
Tenant records: Retained for the duration of the tenancy plus 6 years.
Ceased MTR applications: Retained for 12 Months after closure When personal data is no longer required, it is securely destroyed or anonymised.
Your Rights and Choices Regarding Your Information
Under the General Data Protection Regulation (EU) 2016/679 and the Data Protection Act 2018, you have a number of rights in relation to your personal data. These rights can be exercised by contacting us at info@icarehousing.ie.
You have the following rights:
Right to be Informed – You have the right to be informed about how and why we collect and use your personal data, how long we retain it, and with whom it may be shared. This Data Protection Notice outlines these details, but you may contact us for further clarification.
Right of Access – You have the right to request access to the personal data we hold about you. This is known as a Subject Access Request (SAR). You may request a copy of your data and information about how it is being processed.
Right to Rectification – If you believe the personal data we hold is inaccurate or incomplete, you have the right to request that it be corrected. Please notify us of any changes to your personal information.
Right to Erasure (‘Right to be Forgotten’) – You may request that we delete your personal data. We will comply without undue delay unless there is a legal or legitimate reason to retain certain data, in which case we will inform you.
Right to Restrict Processing – You can ask us to restrict the processing of your personal data. We will consider all such requests carefully and sensitively.
Right to Data Portability – Where technically feasible, you may request a copy of your personal data in a structured, commonly used, and machine-readable format, and ask us to transmit it to another data controller.
Right to Object – You have the right to object to the processing of your personal data in certain circumstances, including direct marketing.
Right to Lodge a Complaint – You have the right to lodge a complaint with the Data Protection Commission (www.dataprotection.ie). However, we encourage you to contact us first to resolve any concerns.
We do not ordinarily charge a fee for exercising your rights. However, if your request is excessive, repetitive, or manifestly unfounded, we may charge a reasonable administrative fee or refuse to act on the request.
Please note that requesting deletion or restriction of your personal data may affect your ability to use certain iCare Housing services, particularly those that rely on the processing of that data.
You may submit a Subject Access Request (SAR) to access the personal data we hold about you. You can do so by emailing or writing to us using the contact details below.
To assist us in identifying your records, please provide sufficient details in your request. We will ask you to verify your identity before responding.
We will respond within one month of receiving your request. In cases involving complex or numerous requests, we may extend this period by up to two additional months and will inform you accordingly.
There is no fee for submitting a SAR, unless the request is manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse to act on the request.
We will review and update this Data Protection Notice regularly to reflect changes in our data processing practices or legal obligations. The latest version is always available on our website.
Last updated: 06/11/2025
If you have any questions about this Data Protection Notice or how we process your data, or if you wish to exercise any of your rights, please contact:
Data Protection Co-Ordinator
Email: info@icarehousing.ie
Address: 407-409 The Capel Building, Capel Street, St. Mary’s Abbey, Dublin 7, D07 VK20.
If you are unhappy with the way we handle your personal data and wish to complain, or if you simply require further information about the processing of personal data by iCare Housing, please contact the Data Protection Co- Ordinator using the details outlined below:
Email: info@iCarehousing.ie
Address: 407-409 The Capel Building, Capel Street, St. Mary’s Abbey, Dublin 7, D07 VK20.
Please note you have the right to lodge a complaint with the Data Protection Commissioner in relation to the processing of your personal data.
Further information can be found at www.dataprotection.ie