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
• Recording calls to and from Clanmil Housing (not all calls to Clanmil are recorded.  Where they are, the caller will be made 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

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.

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

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.

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
• Government Departments
• Social services
• PSNI
• Probation Service
• Other landlords
• Utilities companies
• Courts
• HMRC
• 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 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 Data Protection Act. We will not transfer your personal data outside of the UK/EEA without your explicit consent.

Under DPA 18 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

It is unlikely that we will transfer your personal details outside of the UK/EEA. Where any transfer is made outside of the UK/EEA, it will be in compliance with the conditions for transfer set out in DPA 18.

Personal Data will be retained in line with Clanmil's Data Retention Schedule which is reviewed annually.  To see how long we keep personal data please click here