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 Consent
Customers submitting an online form Consent
Delivery of homefront and other corporate communications Public Interest
Collection and publication of images and personal information whilst creating communications Consent and Contract
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 Consent
Vehicle insurance, driver license checks Consent
Rent & charges setting Contract and Legal Obligation
BACS collection processing Contract and Consent
Unpaid BACS processing Contract
Refunds processing Consent
Creation of tenancy accounts Contract
Cash & Arrears account reconciliations Contract
Ad-hoc payments to staff or individuals Consent
Rent arrears collection (current and former tenants) Contract
Staff salary calculations / budgeting Contract
Payments to contractors Contract
Maintaining details of Board Members Consent
Processing Subject Access requests Consent
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
Processing former employees’ personnel files Contract
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) Consent
Conducting CRB (Now DBS) clearance checks Contract
Legal obligation
Maintaining time cards including annual leave records Contract
Trade union agreements Legal obligation
Capturing employer/employee committee minutes (including trade union minutes) Legal obligation
Maintaining disciplinary records Contract
Maintaining grievance records Contract
Maintaining Occupational Health Records/Medical Reports Legal obligation
Maintaining and updating Display Screen Equipment (DSE) Assessments Contract
Processing right to work documents Legal obligation
Processing parental leave documents Contract
Carrying out Driving Licenses/Car Insurance checks Contract
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 Consent
Active Directory Management & System Security Consent
ICT Helpdesk inc User Request Forms and ICT Asset Management Consent
Providing access to SHP building and locations Consent
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 Consent
Issuing recharges Public Interest
Processing invoices for repair and maintenance work Public Interest
Delivering Aids and Adaptations Contract/ Legal Obligation