Manage your data

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

Download Privacy Notice 2022

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:

What data we may hold about you:

Lawful basis for processing personal data & processing activity – (Why we need it:)

How it is held:

Your Tenancy

  • Your contact information and that of your household members including children
  • A summary of each contact with you
  • The conduct of your tenancy
  • Your complaints and compliments.
  • Your responses to our surveys
  • Your rent account details and payment history
  • Your Direct Debit and Bank Account details
  • Standing Order forms and other bank correspondence provided by you or your bank
  • Benefit entitlements and related correspondence
  • Website survey or service requests
  • Registration card
  • Photographic ID
  • Legal documents
  • Your rental transactions
  • Details of debtors and arrears

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:
  • Your contact information and that of your household members including children
  • A summary of each contact with you
  • Your Gateway reference number
  • Your housing preferences

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:
  • Your means of identification
  • Your housing status
  • Previous rental history
  • Credit check information
  • Addition housing requirements including, medical adaptation requirements or support needs

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:
  • Your rent account details and enquiries
  • Direct Debit and Bank Account Details
  • Your rental and other financial transactions
  • Details of debtors and arrears

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:
  • Your parking permit requests and correspondence
  • Details of vehicle registration and ownership
  • Details of all enforcement action

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:
  • Your contact information
  • Work orders historically logged against the property
  • Your requests for maintenance services and their management
  • Your responses to customer satisfaction surveys
  • Repairs required under defect liability periods for newly built and refurbished property

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

Your application detail which will include:

  • Name and personal details such as current address, contact details, date of birth and Social Security number.
  • Name and personal details of spouse/civil partner/adult household members
  • Gender and age of dependents under the age of 18 years (but not names)
  • Contact information
  • Financial information – household income and savings; mortgage assessments
  • Level of housing need – e.g. bedroom requirement and any additional housing requirements, including any relevant medical issues

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.

When applying to join the Partnership Pathway waiting list (formerly known as the Supported Housing Group )

Your application detail which will include:

  • Name and personal details of primary applicant such as current address & DOB
  • Name and personal details of the professional/agency who is supporting your application
  • Name and personal details of legally appointed Delegate, if applicable
  • Contact information
  • Financial information – household income and savings
  • Level of housing need – e.g. bedroom requirement
  • Name & contact details of agencies/professionals which are relevant to assessing your housing need -e.g. care provider, social worker, key worker etc
  • Medical information that is relevant to assessing your housing need – e.g., Occupational Therapist assessment
  • Information relating to any risks associated to your application, personal or social circumstances – e.g. vulnerable to exploitation, self-neglect, victim of a crime or perpetrator of a criminal offence

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

We and our Insurers may hold:

  • Accident records including any relevant medical data

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:
  • A record of your visit on our Client Contact Management System
  • Audio recordings of your visit
  • Closed circuit television recordings of your visit
  • Back-ups of all the above data

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:
  • A record of your visit on our Client Contact Management System
  • Back-ups of all that data.
  • Audio recordings of our interaction with you at any point where colleagues consider it necessary to maintain their or your Health & Safety.
  • Records of visits through our lone worker procedures and lone worker monitoring systems

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:
  • A record of your call on our Client Contact Management System
  • Audio recordings of our conversation

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
  • Closed circuit television recordings of your visit

Legitimate Interests

For the prevention of crime

On approved secure recording devices

When you make a Freedom of Information Request
  • Your contact information, including postal address, email and telephone numbers
  • Your means of identification

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.

3rd party authority form (size 94kb)

Page Author: Carl Mavity

Contact us

Main Number 500700 or Maintenance Line 500799 Calls will be recorded for training purposes

Opening Hours Monday to Friday 9am to 5pm

Andium Homes Limited 33-35 Don Street St Helier Jersey JE2 4TQ