We collect information in a variety of ways, including:

• When you apply for a home

• When you sign a tenancy agreement

• Through on-going contact with you during your tenancy

• When you access services by logging onto our website, incl, through he Customer Portal.

• Recording calls to and from Clanmil Housing (not all calls to Clanmil are recorded.  Where they are, the caller will be made aware of this fact at the beginning of the call stating our reasons for doing so)

• When customers terminate a tenancy

• If a customer makes a complaint

• When dealing with ASB cases

• When providing money and benefits advice

• CCTV images (if you live at or visit our scheme or office which has CCTV in operation)

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.

Clanmil will process personal data relating to you on one or more of the following lawful bases for processing:

1. Where the processing is necessary for the performance of a contract or in order to take steps at your request prior to entering into a contract with you, for example when you enter into a tenancy agreement with us or when you apply for housing via application to the Northern Ireland Housing Executive (“NIHE”);
2. Where the processing is necessary for the performance of a task carried out in the public interest and which is laid down in the various Housing (NI) Orders;
3. Where the processing is necessary for compliance with any legal obligation, e.g. by way of Court Order;
4. Where the processing is required for the purposes of our legitimate interests which are the provision of housing services and the effective management of Clanmil and where these interests are not overridden by the interests or fundamental rights and freedoms of the data subject;
5. Where the processing is necessary for a recognised legitimate interest that is in the public interest, for example in matters of crime prevention or safeguarding;
6. Where the processing is necessary to protect your vital interests, for example in the case of a medical emergency;
7. Where you have provided consent (this may be withdrawn at any time by contacting us at DPO@clanmil.org.uk)

Special Category Data

We may also process sensitive personal data relating to you, known as “Special Category Data”. This is information that relates to your racial or ethnic origin, political opinions, religious beliefs or other beliefs of a similar nature, trade union membership, physical or mental health or condition, sex life or sexual orientation, genetic data and biometric data.

Special Category Data will only be processed if one of the following conditions is met:

• You have provided consent;
• The processing is necessary for carrying out obligations under employment, social security or social protection law;
• The processing is necessary to protect your vital interests or another individual where you are physically or legally incapable of giving consent;
• The processing relates to personal data manifestly made public by you;
• The processing is necessary for the establishment, exercise or defence of legal claims;
• The processing is necessary for reasons of substantial public interest;
• The processing is necessary for the purposes of preventive or occupational medicine, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services or pursuant to contract with a health professional.

Data in relation to criminal offences and proceedings is not included in the definition of Special Categories of Data but similar safeguards will apply in relation to processing any such data relating to you.

We collect personal information about customers.  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. Also, about anyone who makes a complaint or enquiry and visitors to our website and offices.

For examples of the type of personal data we collect  click here

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

• provide 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

• we use CCTV images at our housing schemes and offices to deter crime and maintain the health and safety of our tenants and employees

• in printed publications - online (website, social media channels, internal intranet), audio visual material, promotional materials and marketing campaigns.

Where necessary or required, we may share information with the following non-exhaustive list of organisations/individuals:

• Contractors

• Local Authorities

• NIHE

• Government Departments

• Social services

• PSNI

• Probation Service

• Other landlords

• Utilities companies

• Courts

• NIPSO

• HMRC

• NIFRS

• Support agencies

• Health services

• Media outlets (for the promotion of Clanmil's work)

• Our professional advisors

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 you, 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 UK GDPR. 

Under the UK GDPR you have rights regarding the information we hold and process about you. For example, you can:

• Be provided with information about the processing, such as the purposes of the processing, categories of data processed and how long your personal data is held for.
• Find out if we hold any personal information about yourself, including CCTV images and call recordings (Right to be Informed),
• Request to access the information we hold about you by making an 'access request' (Right of Access).
• Ask us to correct information we hold about you if it is incorrect, without undue delay and free of charge (Right of Rectification).
• Request that all information held by Clanmil which identifies you is deleted (Right to Erasure/Right to be Forgotten). We may be compelled however to maintain some of your personal data due to specific legislative or regulatory requirements
• Object to processing, especially for direct marketing (Right to Object)

If you wish to exercise any of your rights, you can complete an online request, email us on DPO@clanmil.org.uk, or contact of head office by telephone (028 9087 6000), letter, or in person (Northern Whig House, 3 Waring Street, Belfast BT1 2DX).

Personal Data will be retained in line with Clanmil's Data Retention Schedule which is reviewed annually.  You can find out how long we keep your personal data here.