Information we collect 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 |
Contract, |
| 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 |