Collection of Personal Data

Under the Data Protection Act some personal information is classified as "special category data".

The following types of data are considered 'special category data':

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Data concerning health and sex life and sexual orientation
  • Genetic data
  • Biometric data

When we collect specific special category data, details of how we use it will be included in our privacy statement.

Read our privacy statement

How do we Collect Personal Information?

We collect information in a variety of ways including using this website on various forms, tenancy agreements, and contracts, and through our on going contact with you.

When you apply to become a Clanmil Housing customer, we request and hold on file any references necessary to assess your application including, as appropriate, but not limited to, references from other housing providers/private landlords, your mortgage lender (if you own/have owned your own home), the PSNI, the Probation Service, support workers, social workers, mental health workers and credit reference agencies.

If you provide us with personal information relating to members of your family or your associates, we will assume that you do so with their knowledge and their consent to the collection and processing of the information.

It is important that you notify us of any changes to your personal information as soon as possible.

What type of Personal Information do we Collect?

We collect personal information about current, former and potential customers, who live in our properties or access our support and other services.  This could include information about their family and people associated with them.

We also collect personal information about anyone who makes a complaint or enquiry and visitors to our website and offices

How do we use our records?

We will collect, process, share and securely store personal information in compliance with the Data Protection Act 2018.

All information will be retained in line with the requirements of our retention schedule.

We keep these records to allow us to:

  • Make allocations
  • Manage tenancies
  • Receive rent and service charges
  • Ensure bills and benefits are accurate and paid accordingly
  • Provide a repairs and maintenance service
  • Provide home ownership details
  • Offer help with debts and benefits
  • Provide support services
  • Provision of additional services/assistance e.g. employability/digital inclusion
  • Prevent and detect crime and resolve disputes
  • Promote safety and the quiet enjoyment of our neighbourhoods and communities
  • Engage with customers and make improvements to our products and services
  • Promote equal opportunities and fair treatment for all colleagues and customers
  • Provide employment and training advice and opportunities
  • Manage employment and colleague development
  • Provide information (e.g. about products and services) you request from us

Read our privacy statement