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

Privacy Notice – Update – 21 Nov 23

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

Manage your data

Data Protection (Jersey) Law 2018

Requesting access to your data

Personal Data we may hold on your behalf:

Authority to speak to a 3rd party

See also

Contact us