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What our tenants say

Privacy Notice

Introduction

Clanmil Housing Group is a not for profit housing association that owns and manages 4,000 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 in to our website or use the customer app
  • 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 welfare benefits advice
  • Job applications
  • When an offer of employment is taken up
When you apply to become a Clanmil Housing Customer, we request and hold on file any references necessary to assess your application. This may include (but is not limited to), where appropriate, information from other landlords, the PSNI, the Probation Service, support services, Social Services, and health services.

Who we collect information on

We collect personal information about:

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

Employees: This includes current, former and potential colleagues and apprentices, as well as Board Members.

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
  • resolve ASB disputes
  • investigate complaints
  • engage with customers to get feedback on our services
  • target customers impacted by welfare reform
  • process the monthly payroll
  • manage employee benefits with 3 rd parties

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
  • Housing Benefit
  • DWP
  • Social services
  • PSNI
  • Probation Service
  • Other landlords
  • Utilities companies
  • Courts
  • Pensions Companies
  • HMRC
  • Printers
  • NIFRS
  • Support agencies
  • Health services
We may share customers’ personal information on a collective basis with other organisations to help us gain insights in to 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.

Accessing your information

Under the Data Protection Act 1998 individuals can find out if we hold any personal information (including CCTV images of themselves) by making a ‘subject access request’. If we do hold information about you we will tell you what this is and let you have a copy of it. We may make a nominal charge of £10 towards our administration costs for the request. We will require proof of your identity before we disclose information to you. You can ask for your information by emailing the Business Improvement Manager, Jim Pow at jim.pow@clanmil.org.uk or write to him at Clanmil Housing Group, Northern Whig House, 3 Waring Street, Belfast, BT1 2DX. His contact telephone number is 028 9087 7040.

Security of information

We are committed to ensuring that your information is kept secure. We have developed separate ICT policies which set out how we keep the information held on our systems secure. We also have a number of physical security measures in place, such as office security and confidential destruction of all waste paper.

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 July 2016.

How to contact us

We welcome any queries you may have regarding this Privacy Notice, or any information we hold about you. Please contact jim.pow@clanmil.org.uk or telephone 028 9087 7040



Latest News

40 YEARS OF FANTASTIC HOMES

One of Northern Ireland's leading housing associations, Clanmil Housing is celebrating its

Clanmil Chief Named Housing Professional of the Year

Clanmil Housing’s Group Chief Executive Clare McCarty has been named Housing Professional

Housing associations and PSNI join forces to Tackle Anti-Social Behaviour

Local housing associations and the Police Service of Northern Ireland (PSNI) have agreed a