Information we collect and legal basis

Table showing Activities and Legal Basis
Activity Legal Basis
Health & Safety Check - e.g. LGSR (Legislative Gas Safety Requirement) Legal obligation
Major works - e.g. re-roofing Contract
Regeneration of estates Public Interest
Collection of Customer satisfaction surveys Public Interest
Collection of personal data e.g. You and Your household forms Public Interest
Customer insight analysis used during service improvement projects Public Interest
Performance reporting Public Interest
Customers creating an online account Legitimate Interests
Customers submitting an online form Legitimate Interests
Delivery of homefront and other corporate communications Public Interest
Collection and publication of images and personal information whilst creating communications

Legitimate Interests,

Anti Social Behaviour (ASB) Enforcement action Legal Obligation
Police disclosures Legal Obligation
Investigating tenancy fraud Contract
Investigating breach of tenancy Contract
Recording Safeguarding and Child Protection incidents Vital Interests
Participating in Multi-Agency Risk Assessment Conference Public Interest
Participating in Multi-Agency Public Protection Arrangement Public Interest
Participating in inter-organisation Problem Solving Meeting Public Interest
Contribute toward Criminal Behaviour Order Public Interest
Issuing an Acceptable Behaviour Contract Public Interest
Credit search Public Interest
Processing a Garden Scheme Applications Public Interest
Processing a Tree Application Public Interest
Staff Health Questionnaire Legitimate Interests
Vehicle insurance, driver license checks Legal Obligation
Rent & charges setting

Legal Obligation

BACS collection processing Contract, 
Legitimate Interests
Unpaid BACS processing Contract
Refunds processing Legitimate Interests
Creation of tenancy accounts Contract
Cash & Arrears account reconciliations Contract
Ad-hoc payments to staff or individuals Contract
Rent arrears collection (current and former tenants) Contract
Staff salary calculations / budgeting Contract
Payments to contractors Contract
Maintaining details of Board Members Legitimate Interests
Processing Subject Access requests Legitimate Interests
Processing Freedom of Information requests Legal obligation
Setting up a Direct Debit Public Interest
Processing a Tenancy succession Legal obligation
Processing a Mutual exchange application Public Interest
Processing and Enforcing Tenancy conditions - Notice Seeking Possession, Notice to Quit, Court actions Legal obligation
Processing Housing transfers via housing waiting list and management supported transfers Legal obligation
Setting up a tenancy agreement Legal obligation
Processing Parking permits Public Interest
Processing Garden maintenance scheme applications Public Interest
Maintaining a record of taxable payments Legal obligation
Maintaining a record of tax deducted or refunded Legal obligation
Maintaining a record of earnings on which standard National Insurance Contributions payable Legal obligation
Maintaining a record of employer’s and employee’s National Insurance Contributions Legal obligation
Maintaining a record of National Insurance Contribution contracted-out arrangements Legal obligation
Issuing copies of notices to employee
(e.g. P45, P60)
Legal obligation
Informing Inland Revenue of notice of code changes, pay & tax details Legal obligation
Maintaining a record of sickness payments Legal obligation
Maintaining a record of maternity payments Legal obligation
Processing Income tax Pay As You Earn and National Insurance returns Legal obligation
Processing redundancy details and record of payments & refunds Legal obligation
Issuing terms and conditions of service, both general terms and conditions applicable to all staff, and specific terms and conditions applying to individuals Contract,
Legal obligation
Service contracts for directors (companies) Contract,
Legal obligation
Handling remuneration packages Contract,
Legitimate Interests
Processing former employees’ personnel files Contract,
Legitimate Interests
Providing employment references for former employees Public Interest
Delivering training programmes Public Interest
Maintaining individual training records Public Interest
Recruiting new employees (Application forms, shortlisting of candidates, conducting interview notes, appointing candidates to posts) Legitimate Interests
Conducting CRB (Now DBS) clearance checks Contract,
Legitimate Interests,
Legal obligation
Maintaining time cards including annual leave records Contract,
Legitimate Interests
Trade union agreements Legal obligation
Capturing employer/employee committee minutes (including trade union minutes) Legal obligation
Maintaining disciplinary records Contract,
Legitimate Interests
Maintaining grievance records Contract,
Legitimate Interests
Maintaining Occupational Health Records/Medical Reports Legal obligation
Maintaining and updating Display Screen Equipment (DSE) Assessments Contract,
Legitimate Interests
Processing right to work documents Legal obligation
Processing parental leave documents Contract,
Legitimate Interests
Carrying out Driving Licenses/Car Insurance checks Contract,
Legitimate Interests
Investigating Breach of Lease issues Legal Obligation
Collection of Service Charges and Major Works Invoices Contract
Dealing with Lease enquiries Contract
Carrying out Lease Enforcement actions Contract
Letting of Garages Contract
Processing Right to Buy (RTB) applications Legal Obligation
Processing Buy Back transactions Legitimate Interests
Active Directory Management & System Security Legitimate Interests
ICT Helpdesk inc User Request Forms and ICT Asset Management Legitimate Interests
Providing access to SHP building and locations Legitimate Interests
Encrypting system and providing system back-ups Legal Obligation
Processing repair requests and carrying out repairs to property, buildings and estates Contract
Processing property inspection requests Legitimate Interests
Issuing recharges Public Interest
Processing invoices for repair and maintenance work Public Interest
Delivering Aids and Adaptations Contract,
Legal Obligation