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RECRUITMENT OF VOLUNTARY MEMBERS

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Customer Privacy Notice

Introduction

Clanmil Housing Group is a not for profit housing association that owns and manages over 4,600 homes throughout Northern Ireland. We take the confidentiality and security of the information we hold about our customers and colleagues very seriously. This Privacy Notice explains how we use the personal information we collect.

Our privacy notice covers the following areas to explain our approach to Data Protection. Please click on the headings below to see the relevant information:

How we collect information about you

We collect information in a variety of ways, including:

  • When customers apply for a home
  • When customers sign a tenancy agreement
  • Through on-going contact with customers during a tenancy
  • When customers access services by logging onto our website
  • Recording calls to and from us (we have the ability to do this but not all calls are recorded)
  • When customers terminate a tenancy
  • If a customer makes a complaint
  • When dealing with ASB cases
  • When providing money and benefits advice
  • CCTV images
  • Images (photos or film) taken at publicity events
When you apply to become a Clanmil tenant, we request and hold on file any references necessary to assess your application. This may include, but is not limited to, information from other landlords, the PSNI, the Probation Service, Support Services, Social Services, and Health Services.

Legal basis for processing

When tenants first apply for social housing (by application to the Northern Ireland Housing Executive), ‘every applicant’ will provide ‘consent’ which allows Registered Social Land Lords to process personal data in connection with your application and any subsequent tenancy that you take up. The processing of your personal data is also necessary for the ‘Legitimate Interests’ (of Clanmil) in managing your tenancy, but also the legitimate interests of third parties to whom we may share data (and examples of these agencies are shown below).

The legal basis for processing of personal data will be through consent and legitimate purposes.

Who we collect information on

We collect personal information about:

Tenants: This includes current, former and potential tenants, who live in our properties or access our support and other services, and could also include their family and people associated with them.

Anyone who makes a complaint or enquiry and visitors to our website and offices

How we use your information

We use the information we collect so that we can deliver our services to you. We use information to:

  • manage allocations and lettings
  • manage tenancies
  • receive rent and service charges
  • provide a repairs and maintenance service
  • offer welfare benefits advice
  • provide support services
  • provision of additional services/assistance e.g. employability/digital inclusion
  • resolve ASB disputes
  • investigate complaints
  • engage with customers to get feedback on our services
  • target customers impacted by welfare reform
  • CCTV Images – we use CCTV images at our housing schemes and offices to deter crime and maintain the health and safety of our tenants and employees
  • Printed publications – online (website, social media channels, internal intranet), audio visual material, promotional materials and marketing campaigns.

Sharing your information

We will not share your personal information without your consent, unless allowed by law. Examples of organisations we may share your information with, where appropriate, are:

  • Contractors
  • Local Authorities
  • NIHE
  • Govt. Departments
  • Social services
  • PSNI
  • Probation Service
  • Other landlords
  • Utilities companies
  • Courts
  • Pensions Companies
  • HMRC
  • Printers
  • NIFRS
  • Support agencies
  • Health services
  • Media outlets (for the promotion of Clanmil's work)
We may share customers’ personal information on a collective basis with other organisations to help us gain insights into our customer base, so we can target and deliver our services in a way that maximises benefits for our customers. Whenever we do this, we will ensure that your personal information is handled under strictly controlled conditions and in accordance with the requirements of the Data Protection Act. We will not transfer your personal data outside of the EEA without your explicit consent.

Accessing your information

Under the General Data Protection Regulations individuals can find out if we hold any personal information (including CCTV images of themselves) by making an ‘access request’. If we do hold information about you we will tell you what this is and let you have a copy of it. You can also be provided with information about the processing i.e. the purposes of the processing, categories of data processed, data portability, retention periods, rectification, erasure and to restrict or object to processing. If you wish to exercise any of your rights please complete an online request.

Transferring personal data outside the EEA

It is unlikely that we will transfer your personal details outside of the EEA. Where any transfer is made outside of the European Union, it will be in compliance with the conditions for transfer set out in GDPR.

Retention of Personal Data

Personal Data will be retained in line with the Association’s Data Retention Schedule which is reviewed annually – if you would like to see how long we keep personal data please click here.

Changes to our Privacy Notice

We keep our privacy notice under regular review and will place any updates on this webpage. The Notice was last reviewed in May 2018.

Registration with ICO

Clanmil is registered as a Data Controller with the Information Commissioners Office (ICO) and is registration is renewed annually. The point of contact within Clanmil in relation to all data protection issues is:-

Jim Pow
Business Improvement Manager (DPO)
028 9087 7040
jim.pow@clanmil.org.uk

Making a Complaint

If you have any concerns regarding the security of the data that Clanmil holds on you, you can raise the matter with Clanmil's Data Protection Officer above, however you can, if you wish, raise the matter directly with the Information Commissioner’s Office. Contact Details are as follows:-

The Information Commissioner’s Office – Northern Ireland
3rd Floor
14 Cromac Place
Belfast
BT7 2JB
Telephone: 028 9027 8757 / 0303 123 1114
Email: ni@ico.org.uk



Latest News

RECRUITMENT OF VOLUNTARY MEMBERS

Clanmil Housing is seeking new members for its Group Board and also for its Group Audit an

CELEBRATING 20 YEARS FOR AHOGHILL OLDER PEOPLES’ HOUSING

People at Gloonan House independent living in Ahoghill came together with friends and fami

Clanmil Music in the Park

Families living in the Dungannon area gathered at Dungannon Park on Friday 17th August for