Data Protection (Jersey) Law 2018
The Law gives you a number of rights regarding your personal data.
You can request that anyone holding your personal data:
- only retains data that you agree they can or they have a legitimate reason to hold
- only retains the data held to the minimum period and time required
- gives you free access to key personal data they hold for you
- allows you to correct errors and delete data that is held wrongly
- allows you to transfer data to other providers without charge
Unless you have a tenancy with us, we will need your permission to hold your personal data when providing you with services.
We have to:
- obtain your consent for holding your personal data
- make sure your personal data is held securely, kept accurate, up to date and for legitimate reasons
- provide you with a copy of your key personal data on request within 28 days of request
- ensure anyone we pass your personal data to also keeps your data secure and only processes it for purposes we have agreed with you and set out in our Privacy Notice.
Privacy Notice
Requesting access to your data
You can make a Data Subject Access Request by contacting us by one of the methods below. Being as specific as possible about what data you would like will assist us in dealing with your enquiry.
The Data Protection Officer, 33-35 Don Street, St Helier, Jersey, JE2 4TQ
Telephone: (01534) 500700 Email: dpo@andiumhomes.je
Personal Data we may hold on your behalf:
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What data we may hold about you: |
Lawful basis for processing personal data & processing activity – (Why we need it:) |
How it is held: |
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Your Tenancy |
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Contract Performance / Consent / Legitimate Interest / Public Functions To provide you with the most effective, targeted and accessible service we can To comply with other legislation such as the Residential Tenancy Law and Rates Law To allow us to undertake property inspections, whether ourselves or with our contractors or appointed consultants To ensure we know your rent is paid correctly For safeguarding activities in our role as an ‘Administration of the States’ under the Children’s (Jersey) Law 2002 and through our membership of the Safeguarding Partnership Board and participation in various multi-agency safeguarding forums, such as Multi Agency Public Protection Arrangements and Multi Agency Risk Assessment Conferences, we may be required to share information with other agencies |
A hard copy of your tenancy agreement will be held in our secure structured filing system In our customer relationship database or an approved secure contractor database In our secure Document Managemt System |
| When you bid for a property using our Choice Based Lettings System: | ||
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Legitimate Interests / Performance of a Public Task / Consent To ensure that we can allocate housing to those in most need in accordance with the Affordable Housing Gateway and relevant legislation To comply with the Control of Housing & Work (Jersey) Law 2012 |
In our customer relationship database or an approved secure contractor database. In our secure Document Management System |
| When entering into a new tenancy: | ||
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Contract Performance / Legitimate Interests / Performance of a Public Task / Consent To allocate housing to those in most need in accordance with the Affordable Housing Gateway and relevant legislation To ensure that new tenants are allocated the right sort of home and where necessary adaptations or support is provided To comply with the Control of Housing & Work (Jersey) Law 2012 |
Some older tenancies are held in our hard copy files. Others are stored in our secure document management database |
| Your rent account: | ||
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Contract Performance / Legitimate Interests To properly record financial transactions between us and provide an accurate balance of your account with us |
In our secure customer relationship database In our secure Document Management System |
| Our parking contractor may hold: |
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Contract Performance / Legal Obligation / Legitimate Interests / Consent To provide efficient parking services for you To comply with the relevant parking regulations |
In the contractor’s secure database |
| Our Maintenance Contractors may hold: | ||
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Contract Performance / Legitimate Interests To provide maintenance services as efficiently as possible To keep you and contractors safe |
Digital documents, password protected and controlled In our secure customer relationship database or an approved secure contractor database |
| When applying to join Assisted Purchase Pathway | ||
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Your application detail which will include:
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Contract Performance / Legal Obligation / Performance of a Public Legitimate Interests Public Functions In order to process your application and assess eligibility To be able to means test your financial circumstances and advise on assisted purchase options. Administration of any bond charge against the property. Administration of the resident’s association. |
In our customer relationship database. In our secure Document Management System. |
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When applying to join the Partnership Pathway waiting list (formerly known as the Supported Housing Group ) |
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Your application detail which will include:
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Contract Performance / Legal Obligation / Performance of a Public Task / Legitimate Interests In order to process your application and assess eligibility To ensure you are offered an appropriate home Assess and share risk with other agencies who may be supporting you |
The basic details of your application (Name, DOB, contact details, size of property required, agency supporting your application and why you are applying will be recorded on a centralised data base (Affordable Housing Gateway) that is administered by Customer & Local Services Both Personal and sensitive data will be stored in our secure customer relationship database In our secure document management database |
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We and our Insurers may hold: |
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Legal Obligation / Legitimate Interests To aid investigation and to administer insurance claims |
Digital documents, stored in encrypted databases |
| When you visit our Don Street Offices we may hold: | ||
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Legal Obligation / Performance of a Public Function / Legitimate Interest To keep our clients and colleagues safe and for training purposes |
In our secure data storage systems |
| When we meet you with at your home or at any place outside our offices: | ||
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Contract Performance / Legal Obligation / Legitimate Interests To meet our legal obligations under the Health & Safety (Jersey) Law To keep our clients and colleagues safe and for training purposes To support any client complaints or legal action by the company under its acceptable behaviour policy |
In our customer relationship database In our secure document management database Audio records held by our partner ‘Reliance Protect’ |
| When we speak to you on the phone: | ||
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Contract Performance / Legal Obligation / Legitimate Interests To keep our clients and colleagues safe and for training purposes |
In our secure data storage systems |
| When you visit our land, sites or buildings | ||
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Legitimate Interests For the prevention of crime |
On approved secure recording devices |
| When you make a Freedom of Information Request | ||
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To comply with the Freedom of Information Law To comply with the Data Protection Law |
In our customer relationship database In our secure document management database |
Authority to speak to a 3rd party
Should you require someone else to speak on your behalf, we will need to have your written consent to do so. We will also need your nominated person’s consent to hold their personal data. Please complete the form below with the nominated person and return it to us.
Page Author: Carl Mavity