Process Specific Privacy Notices

For some of our business processes we have documented additional privacy information that we feel is necessary to tell you why we will process and look after your personal information including; how long we will keep your information, who we will share it with and our legal basis for this processing.

To view please select the relevant process from the list below.

Housing register applications

How will we collect your information?

To make a housing application you will need to complete a housing application form – forms are available from our website,  libraries or you can request one to be sent to you in the post.   You can either complete this on line via our website,   or post completed forms to us or hand them in person to a library officer.

We need  your personal information,  and if applicable  that of your joint applicant.  If you do not give us this information we will not be able to assess your application.

You must notify us if your circumstances change so that we can reassess your application.

Why do we need your information?

We use the information you give to us on the application form  to assess whether you are eligible to join the Housing Register.

We collect  information during this application that will enable us to provide support to  you during the application process for example,  if eligible in making bids for vacant homes and then if  further support is required when rehouse you.

We assess applicants into 1 of 5 priority bands according to their circumstances and needs. A detailed assessment will take account of:

  • The applicant’s current and previous circumstances.
  • Suitability of their current accommodation/circumstances.
  • Their re-housing needs.
  • Ability to secure, financially or otherwise, alternative accommodation.
  • How re-housing will meet these needs.

Characteristic data that we collect  is used  solely for equality monitoring so we can ensure our services do not discriminate against individuals or groups – data used for this purpose is completely anonymised.  You do not have to provide this information and you can use the ‘prefer not to say’ category.

To determine eligibility to join the Housing Register we will obtain your permission on the application form to undertake the following activities:

  • Carry out checks with previous/current landlords
  • Carry out previous/current BMBC tenancy checks
  • Obtain information from Police Authorities/Probation Services if appropriate
  • Carry out checks on the BMBC Housing Benefit/Council Tax system
  • Contact relevant support agencies as necessary
  • Complete an assessment of current housing need/priority.

Once we have completed our assessment we will notify you in writing of our decision.  If you are not successful you will be offered a right of appeal of our decision.  If you are successful we will advise you your unique homeseeker reference number  / priority band / Priority date / and when your priority will be reviewed/ how to apply for vacant properties.

We will use your contact details given on the application form to contact you at least on an annual basis, and in some circumstances more frequent,  to ascertain if you wish remain on the housing register.

You can notify us at any time if you wish to be removed from the register and we will cancel your application and if applicable remove you from our housing register.

Our legal basis for processing your information:

When you apply to join the Housing Register we are processing your information on a contractual basis.

The data collected for equality monitoring is collected on the legal basis of carrying out a ‘Task in the public interest’ and ‘Substantial public interest’, specifically to monitor and improve equality of treatment and opportunity.

The verification of information with a third party will be done with your permission; and will continue until such time as you notify us otherwise.  Where we share information for purposes such as safeguarding or crime prevention or detection, we do this because we have a legal obligation to do so.

 Who we will share your information with?

Generally, we will not share information about a housing applicant unless we get your written permission to do so. However, there are exceptions to this rule where there are public protection issues (e.g. vulnerable adults or children or for crime prevention or detection purposes), where there is potential fraud or when assessing your housing needs, where we may need to share information with relevant agencies. This would be covered by legislation or our Interagency Information Sharing Protocol.

If an applicant asks us to pass information about their application to a nominated person we will obtain your authority before doing so.  We will continue to give information about the application to the nominated person unless the applicant tells us they no longer want us to.

If there is uncertainty about an Applicant’s immigration status, we must contact the Home Office Immigration and Nationality Directorate to verify that an applicant has the legal right to appear on the waiting list / be granted a tenancy.

How long will we keep your information?

 We will keep this information for: 7 years after an application has been cancelled or excluded, we will securely delete the application form.

If the application is successful the information in the application forms part of the tenancy file and will be kept for 12 years after termination of tenancy.

Lettings - allocation of properties

Why do we need and use your information?

We use the information you have provided to us on the housing application form which is  now held on our housing management data base  for us to make you an offer of accommodation.

Once you have received your confirmation letter you are entitled to apply  for eligible properties that meet your requirements –  these are published on our Homeseeker website – Berneslaihomes.co.uk under Find a Home >Search for a vacancy.

To apply we will need your Homeseeker Reference / Surname / Date of Birth.  This allows us to verify your details  and ensures your interest in the property is registered correctly.

If you apply for a housing association property on this website we will share with them your name / address / contact information and housing register priority details.  They will contact you direct if you are successful and advise of next steps and assessment process that they will need to follow.

Where we have identified from your application form and following assessment that you need our support to search online and apply for  properties on your behalf, we  will  contact you and advise that this service is available to you and  the process we will follow.

You can apply for accommodation from 12 midnight on a Thursday up to Tuesday at 12.00  Following which our systems produce a report of all eligible applicants, this is ordered by priority band and date order of your registration – this is to ensure the property being offered meets your needs and that homes are allocated on a priority order basis.  This prioritisation process is open to manual intervention should the situation arise.

If you are successful for a property  we will issue an offer letter  within 5 working days advising of the next steps to be taken.  If you have not heard from us within 5 working days of the closing date of the advert then it unlikely that you will be offered the property and will need to look for further properties  on our home seeker website .

Before we  make you an offer of accommodation  we will ensure that we have all the information we need to validate that you are  eligible for that property.  This will include existing and previous landlord references and other information from individuals and agencies that relate to your application information provided – this is undertaken with your permission that you gave us when you submitted your housing application.

Once are checks are completed we will pass your name / address / contact details to our Housing Management Officer for that area – they will contact you direct to arrange a viewing of the property.

Should you wish to take up tenancy of that property you will be required to sign a tenancy agreement.   Before you sign your tenancy agreement we check to see that no information has changed since your application and check your identity. Your record will be updated if necessary. We will ask you about health matters including any disability that you have previously disclosed.

We will update our housing management system  to state that you are now housed and will  hold  your housing application and  tenancy agreement on this file.

We will inform our  approved preferred gas and electric supplier of your name / address and tenancy start date.   This is done to ensure you have services to the property when you move in – you will be provided with information about how you can change suppliers after the initial installation period ends.

We are also required to notify the government of the tenancy  via the Continuous Recording (CORE) system.  Your name details are excluded from the registration.

You can refuse to take up the tenancy at any time  from when we notified you about the offer to the tenancy agreement being signed.  If you do this we will ask for your reason and this will be retained on our Housing management system.   Refusing a property could impact your priority status and in some cases warrant suspension  from our housing register – we will notify you should this apply to you.

Our legal basis for processing your information?

The processing of your data for this purpose is in the course of you entering into a contract with us – your tenancy agreement.

The checks that we undertake to assess your eligibility for  a property are done with your consent and for your health records you explicit consent.

We will share information with utility providers on the legal basis of the ‘Legitimate interests’ of ensuring bills are paid appropriately.

CORE information is recorded and reported  anonymously on the legal basis of it being  one of legal obligations imposed by the government

Who  will we  share your information with?

If you have indicated that you need to move on medical grounds, we may contact Berneslai Homes Occupational Therapy Service provider to check that the property being offered to you meets your medical needs.

When you sign up to a new tenancy we will inform the appropriate energy provider and Yorkshire Water that you are taking the tenancy at the property to allow them to bill you directly.

For residents of the Smithies Gypsy and Traveller Site we will also notify Switch 2 and Yorkshire Water to allow them to bill you directly.

We may share your contact details with South Yorkshire Fire and Rescue so that they can conduct a home safety check and fit smoke alarms if necessary.

How long will we keep your information?

Those taking up a tenancy in one of our properties we will keep your information in our housing management system for 12 years after the tenancy terminates – this is needed to ensure that we meet our legal right to buy obligations.

Rent payment management

Why do we need your information?

We use your information held on our housing management system,  that we have collected from you both during the tenancy application process and from subsequent updates you have informed us about during your tenancy,  in order to manage your rent account in relation to your tenancy.

As part of our tenancy offering process we will advise and discuss with you before you take up the tenancy,  the amount of the rent to be paid and the payment frequency – you need to be certain that you can afford the rent payment as you have a legal obligation to pay your rent once you start your tenancy.

Where you claim housing benefit or Universal Credit we will share your name, address, national insurance number, tenancy agreement and weekly rent with BMBC Benefits and Taxation service and with the Department of Works and Pensions (DWP) in order for them to calculate your entitlement correctly.  If you receive housing benefit we will notify Barnsley Council of any changes to your rent payable – for tenants on Universal Credit you are responsible to do this.

We will serve you notice whenever there is a change in the gross rent for the property .

We prefer our tenants to pay via direct debit, we will collect your bank account details and send these along with details of your payment plan to our direct debit provider to ensure your payments are correct for the coming financial year.  We do not keep details of your bank account on our system.

Our systems will automatically alert us to any missed payments from you.  We will contact you to discuss repayment terms of the arrears holding on your account. If during our discussions with you we determine that you would benefit from specialist support from our Tenant First Service or other third party support agencies and organisations we will obtain your permission to give your details to them so that they may contact you and try and support you with debt management or in the most serious of cases if you are facing eviction from your property.

Where we take a payment direct from you our payment systems do not retain any information about the bank account being used and there  are no circumstances where we  voice record card payment information.

Should you be unable to make your rent payments or reach an arrangement with us to repay your debts we will process your information to take possession proceedings against you in the County Courts.

If you seek  legal advice or support from a third party  we will only pass information to that person / agency with your explicit written consent.  You will be kept informed of proceedings against you.

Where Berneslai Homes needs to provide a refund, compensation or a credit to you,  we will contact you for your account details and pass them to Barnsley Council Financial Services who will process these on our behalf .

At your request we can provide a tenancy reference to housing associations and/or letting agents covering rent payments, length of tenancy and anti-social behaviour registered for your tenancy that you hold for us. There may be a charge for this service payable in advance and we will notify you if this is the case.

How  will we collect your information?

We will use the information that we hold about you on our Housing Management System.

With regards your direct debit to make your rent payments,  you can phone the rents team to provide your details or submit a direct debit form either on line or by sending to us by post.  If your account details change you can also notify of the change in this way.

Our legal basis for processing your information:

Your payment details are processed on the legal basis of being necessary for the ‘Contract’ which you have entered into with us, i.e. your tenancy agreement.

Tenancy references are provided, and homelessness and other support agency and organisation referrals are made, with your permission on the legal basis of your ‘Consent.’

We may share information without your permission where we have a legal obligation to do so such as where we have safeguarding concerns about you and members of the family,  if we suspect fraud or you breach the terms of your tenancy agreement.

How long will we keep your information?

We’ll keep information about your rent account payments for a period of 7 years after the tenancy ends in line with financial payment retention standards.     Details of your tenancy will remain on our housing management system for a period of 12 years after your tenancy is ended.

 

Looking after your property - maintenance and repairs

What type of information we will process for this purpose:

You will need to give us your name, address, contact details (or an alternative  contact number  if you would like them to be contacted on your behalf ) and maintenance and repair information when you contact us for this purposes either to our repairs hotline, online via our website or in writing to us.

We will also need to use the following information held on your tenancy file to process your request:-

  • Communication needs e.g. sign language, English not main language.
  • Access needs e.g. use back door, knock loudly.
  • Warning markers registered against your property for employee / customer safety and wellbeing.
  • We may also use disability or health information which you tell us about that workforce visiting your property need to be aware of. For example you are a wheelchair user – this will allow us to wait longer for you to come to door when we arrive.

 Why do we need your information?

This information is provided to either our in-house repairs service or our approved partners, who work on our behalf, to be able to book appointments, ensure they are aware of any relevant communication or access needs and have details of the work to be undertaken that is approved by us.

We will accept requests for maintenance and repairs from individuals acting on your behalf. We will contact you or your nominated appointee that we hold on our records to make arrangements to either carry out an assessment or carry out the works to the property.

The work may be ordered directly following the report or depending on the repair / maintenance requested to the property it may generate an initial assessment inspection. If an inspection is required we will notify you of this decision and the timescales.

For tenants of properties which we manage on behalf of private landlords, we will refer any repair issues to your landlord.

We hold details of the work carried out on our order management system. We keep this information in line with our record retention policy.

Our legal basis for processing your information:

Your contact details and access requirements are processed for the purposes of the maintenance and regulatory checks we are required to carry out under our contractual obligations with you.

Barnsley Homes Standard programme

Why do we need your information?

Berneslai Homes is required to maintain all its properties we manage in line with the Governments published Decent Homes Standards.

We identify from our housing records any properties that are eligible to join the current programme called the Barnsley Homes Standard (BHS).

Using your name and contact information from our tenant records we will contact you in writing to inform you your property is due to be part of the next BHS scheme we are running – you may opt out of the scheme should you wish by notifying us in writing of your decision; this will be respected by us providing there is no health and safety issues at the property that under law we must address in your interest.

Construction Services and our approved Property Repair and Improvement Partners will be carrying out the works overseen by us. We will provide them with your name, address, contact details and any identified access needs, communication needs or health problems you have told us about to enable them to arrange a survey of your property.

Following the survey we will approve the work to be undertaken and you will be contacted to schedule the works to be undertaken.

When the work has been completed we will update our records with details of the works undertaken to the property.  We will also send a satisfaction survey for you to complete and we act on any feedback that you provide.

What type of information we will collect from you?

We will collect contact details to be used during the programme; these can be for friends, family, carers or someone else who you wish to act on your behalf.

During the home survey we will also need to collect information about your health and disability information for this programme, so that any works that are undertaken can be tailored to meet your needs.

Our legal basis for processing your information:

Your contact details, access needs, communication needs and health requirements are processed for the purposes of the BHS improvement works we propose to undertake.

Where your contact details are used for sending you a satisfaction survey, this is done on the legal basis of our ‘Legitimate interests’ of understanding what went well or how we can improve our services.

Who we will share your information with:

We will share your information for this purpose with our approved property repair and improvement partners.  Occasionally, our main contractors will use sub-contractors to help deliver work – this is only undertaken with our prior permission and approval. We have put safeguards in place to ensure they respect any personal information they may need to use.

Your contact details may be sent via Strategic Stock Maintenance Partners to property surveying contractors in order to undertake property condition surveys prior to any works taking place and to advise the Choices/Information event.

 How long will we keep your information?

We’ll destroy the survey information within 2 years of it being carried out and personal information collected during the process 7 years after the works have been completed.  The survey questionnaire will be destroyed 2 years after receipt of your responses.

Central Heating Replacement Scheme

How will we collect your information?

Using our database of properties we will identify those that are eligible to be considered for a replacement central heating system, this is usually on the basis of fuel type and age.  We will inform you in writing if your property has been identified and will ask that you either decline works or provide us with your contact details so that we can progress this on your behalf.

What type of information we will collect from you:

We will ask at the start for your contact details that we may use for this scheme.    From our existing records we will need to use your name, address, house type, existing boiler details, identified access, communication needs and on a needs basis  details of health problems   you have previously told us about; for example you have assisted walking so may take longer to reach the door or you have an hearing impairment .

Why do we need your information?

In some cases,  we will need to provide our approved third party contractor with your details so that they may  undertake a survey of your property including identifying if any asbestos is present in the property.     Should you not allow the survey to be undertaken we will not be able to continue with the replacement central heating and will update our records with this reason.

Once we have the survey results or been able to get the required information from our existing records we will pass your details to our approved installation contractor who will then liaise with you direct and programme heating system / boiler replacement works at your convenience.

Occasionally, our approved contractors will use sub-contractors to help deliver work; this is only done with our prior permission and approval. We have safeguards in place to ensure they respect any personal information they may need to use.

Once we are notified that works have been completed at your property we will update our records with details of the new boiler and installation date.  This will allow us to plan for future servicing of the boiler.

Our legal basis for processing your information:

Your information is being processed as it is necessary for us to perform this activity in the public’s interest or in the exercise of our official authority.

Who we will share your information with:

We will only share your information with our approved contractors for the purpose described in ‘Why do we need your information’.

How long will we keep your information?

Where you decline to take part in the scheme we will keep the reason you give for a period 12 months to enable us to respond to any queries.

Following completion of works we will update our records with your new central heating system information to enable us to carry out future servicing work.

Properties and tenancies managed on behalf of a private landlord

Why do we need your information?

At Berneslai Homes we offer a managed service for private landlords or housing associations.

If you are a landlord  and sign up to our managed service offering we need your personal information, name / address / contact details / Bank Account details / level of management required by us in order for us to be able to:-

    • Communicate details about tenants occupying your property
    • Report property issues notified to us by the tenant
    • Advise of any repairs undertaken by us on your behalf in line with the signed agreement
    • Notify you of your fees for the manged service and inform you of the rent that we will pay you which we have collected on your behalf.
    • Make payments of collected rent to your account.

 

How will we collect your information?

We use a website provided by Lettings Pad to administer the service – this will require you to enter your personal information we need to manage this service on your behalf and to your instructions. When you use the website their privacy policy applies.

Our legal basis for processing your information:

Your contact details and payment details are processed on the legal basis of it being part of the ‘Contract’ between Berneslai Homes and you as the landlord to the property.

Who we will share your information with:

We will share your contact and payment details with Barnsley Council as they administer the payments and charges to you on our behalf.

How long will we keep your information?

  • We’ll keep this information for a period of 7 years after the end of the contract, in line with financial regulations, after which it will be destroyed.
Customer Services

We collect and process your personal information for a number of different purposes.   Detailed below are our specific processes  and within each one we inform you of our purpose for the processing, data we need to collect, legal basis for processing and our record retention  information.

Complaints:

If you register an informal or formal complaint we will investigate the complaint. We will collect your name, address, contact details and the nature of your complaint including evidence you supply to us.  For our compliant procedures that we follow refer to our website Berneslai Homes>Contact us>Make a compliment, complaint or suggestion.

We retain information that we collect during the processing of the complaint on our system, with only staff that need access to your file given access permission.

Our legal basis for the processing complaints is because we have a legal obligation to do so on notification.

We retain our compliant files for a period of 6 years after the last effective contact between the complainant and Berneslai Homes.

Surveys:

We complete customer satisfaction surveys looking at all aspects of our service and these include on a routine basis:

  • when a repair has been completed (random sample per month).
  • following resolution of a complaint (adhoc basis)
  • after improvement works completed (adhoc basis).
  • a review of the whole service we provide to our tenants through our STAR survey (Once a year to a random sample tenants).

We also complete ad hoc surveys with customers on other aspects of our service, where it is relevant to gather feedback or where we are proposing to make changes to our service.

The surveys can be postal, e-mail or over the phone – depending on the purpose of the survey.   We will always use the contact information you have supplied us with that we hold on your tenancy file for this purpose – it is important that you notify us of any changes. You can choose not to respond to any survey .  If you receive an email survey from us you can unsubscribe from future mailings by clicking this option at the bottom of the email.

The information that we ask during our surveys can vary from asking about health and diversity information to opinion on work we have undertaken for you.  You can chose not to answer any question we ask and this will be recorded as ‘prefer not to say’.

The results from these surveys are used to identify and improve any issues raised by our tenants.   We give respondents the option of remaining anonymous when returning their response.

Where the respondent does not wish to remain anonymous, we will feed back individual comments to the relevant team manager to address any problems raised and to enable practices to be reviewed.

Individual survey returns are stored in restricted access folders and are not linked to tenancy or application records.

We have a  legitimate interest  to process your information for this purpose as it enables us to ensure that our services are meeting our tenants needs.

We will keep this information for a period of 2 years after completion of the survey.

Tenant and Resident Association (TARA):

We need this information for our Community Engagement team to give your TARA support.  We will need the names and addresses of all committee members to check our records to ensure that there are no conflict of interests. We would not support a TARA where committee members have current or former tenancy breaches.

We need your TARA bank account details to pay any grant awarded.  This information will be shared with BMBC Financial Services to enable us make an annual payment to assist in the running of the TARA.

The processing of this data is necessary for us to perform a task in the public interest and to fulfil our official functions.

We retain this information on our computer system and only those staff who need access to this information are granted permission.

We will keep this information for: 6 years plus current after the TARA has closed in line with financial regulations.

Equipment and Adaptations for your home

Information we need and how we will process this:

You can request equipment and adaptations for you home to meet your current health condition needs at any time of your tenancy.  This request can either be made by phone, online by visiting our website, asking  someone else to do this on your behalf .

We will need your name, contact details,  address  and details of the equipment and adaptation requirements to your home you are applying for.

We will undertake a review of the request and where no additional information or assessment is required to meet this request we will pass your  contact details , communication and access information held on our tenant file  to our construction team or approved partners for them to arrange to deliver and install this at your property.  If you do not allow us access or decline the install of this equipment we will return this to stock and update your tenancy record with the reason for this.

Where after  the initial review we require further information and assessments to consider your request and to ensure we provide you with the correct equipment and adaption for you needs we will pass your contact information and request details to a Barnsley council Occupational Therapist or an Equipment and Adaptations Officer for them to arrange a visit to you.   During the visit they will be able to offer you advice and assess the way you manage in your property.

Following the visit they will report back to Berneslai Homes making any recommendations for equipment and adaptations relevant to your needs.  Berneslai homes and Barnsley Council Occupational Therapist service use a shared portal for this purpose – only those with a need to access your information are given permission to view this.

If we approve your request following further information and assessment,  we will order the required equipment and pass your information  including, contact details,  approved equipment and adaptation information to our construction team or approved partners for them to arrange to carry out the required adaptations / installations at your property.

If your request is rejected by us at any time we will notify you in writing on our decision.   You have a right of appeal our decision,  at which time your request, assessment and further information collected as part of the process will be discussed and considered.

Our legal basis for processing your information:

We have a legal obligation to process your information for this purpose and allow us to comply with the law

Where we need your permission to share your data, for example a referral to our Independent Living at Home team following our assessment, we will be processing this with your explicit consent.

How long will we keep your information?

We will keep this information for: 12 years after termination of tenancy.

Tenants First Service

Why do we need your information?

Berneslai Homes has a Tenants First Team that is available to provide you and your family with additional specialist support, tailored to your circumstances and to help you sustain your tenancy.  This includes access to family intervention services, tenancy support officers and mental health workers.

Once we have been informed, either from you or by a third party,  that you wish to considered for this service we will contact you to understand your current circumstances and identify which third party agencies and organisations we need to engage with.  This process will ensure that we can provide you with the best possible service to meet your needs.

Following your initial assessment, if it is recognised we can provide you with the support you need, we will produce a plan which will be reviewed with you on a regular basis while ever you are receiving support from the service.

If you or other persons identified under the initial assessment do not provide us with the information we need to make the assessment or refuse to give us permission to gain information with other relevant third party agencies and organisations on your behalf, we will not be able to proceed with our services.

You can withdraw from the service and support being offered to you at any time and we will close our file.

What type of information we will collect from you:

We will need to ask and record on our forms personal information that is required to assess your needs and provide you with the relevant support.  This information will not only be about you but also from others (aged over 16) that are identified during our contact with you.  In addition we will retain relevant information provided to us by any third party agencies and organisations that may be involved with you.  This information will include both personal and special categories of data, such as but not limited to your name / address / date of birth / contact details / health records / financial details.

How will we collect and share your information?

With your permission, we will contact third party agencies and organisations on your behalf to gain the information we need to provide this service to you.  We may also need to share the information you provided to us with these third party agencies and organisations to enable them to undertake some actions to support your needs.

These third party agencies and organisations will include, but not limited to, Police, Fire Service, Job Centre Plus, Education, Schools, Barnardo’s, MIND, Mencap, debt agencies, medical professionals.

We will discuss with you, both during the initial assessment and at regular future update meetings which of these are relevant for us to contact to support your needs.

Our legal basis for processing your information:

We are processing your personal data for this purpose with your consent and with your explicit consent for your special category data.

In some instances we may process your data without your consent.  This will be required to ensure that we comply with the law for such matters including safeguarding and crime prevention; Crime and Disorder Act 1998, Care Act 2014, Children’s Act 1989/ 2004, Safeguarding Act 2015.

How long will we keep your information?

 The information that we collect and process whilst providing this service to you will be retained in a secure system file, with only limited access given to those Berneslai Homes colleagues that need to know your case details.

We will keep this information for a period of 7 years after the case has been closed.

Independent Living Scheme

We collect and process your personal information for a number of different purposes under this scheme.   Detailed below are our specific processes  and within each one we inform you of our purpose for the processing, data we need to collect, legal basis for processing and our record retention information.

We do also operate CCTV on our premises to provide residents and visitors with a greater feeling of safety and security and to assist in the prevention and detection of crime.   Our recordings are in accordance with guidance contained within the Information Commissioner’s CCTV Code of Practice and the Surveillance Camera Commissioner’s Code of Practice.  To read our CCTV follow this link. 

New Tenant Introduction Process:

We use your personal information including your name / address/ contact number / moving in date for this purpose to make sure that you are notified of everything you need to need to know as a new tenant living in the property; for example using the communal facilities such as the community room and laundry.

We are processing your data to comply with meeting the terms of the tenancy contract.  All records are destroyed 6 months after your introduction meeting.

Next of Kin records:

We collect next of kin information from our tenants, along with your name, address and contact details so that should there be an emergency  situation arising we can act quickly and where required ensure that your next of kin and emergency services can be contacted on your behalf.

We process your information in your vital interest.  All records are destroyed on termination of your tenancy at the property.

Person Centred Fire Risk Assessment:

We collect your name, address and contact information and other information you give us that you wish to be included on the assessment form, such as information about your current health needs and with your permission we share this with South Yorkshire Fire and Rescue so that they can undertake a risk assessment.    Once the assessment is complete we work together to ensure you have the correct equipment to support any risks identified.

We share your information with your permission only and in the public’s interest unless we have a legal obligation to do so.  All records are destroyed on termination of your tenancy at the property.

Mobility Scooter storage facilities:

We collect and process your name /address / contact information in order to allow you to store your scooter in our storage facilities – you will be required to pay for this service and we will notify you of any costs and add the amount on to your rent account.   It may be necessary to hold your name and contact details on a waiting list if the mobility scooter store is full.

We are processing your information to meet with the terms of the agreement.  All records are destroyed 12 months after you no longer use the store facility.

Hiring a community room:

We collect your name / address / contact information to allow you to rent out one of our community rooms.  We do allow regular or one off bookings to be made.  We will notify you of the payment amount due and you will need to make payments via our rents team who will not keep any of your bank account details on our records.

We are processing your information to meet with the terms of the agreement.  All records are destroyed 6 months after your last reservation date.

 

 

 

 

Annual gas servicing and water hygiene survey

How will we collect your information?

We will not collect any new information from you for this purpose as this information is taken from our records that we hold.

What type of information we will collect from you:

From our existing records we will need to use your name, address, contact details, existing boiler details, identified access, communication needs and on a needs basis  details of your health problems that you have previously told us about; for example you have assisted walking aids so will need time to get to the door or you have an hearing impairment.

Why do we need your information?

We need to process your information in order to undertake an annual gas boiler service.   Every fourth year we will also carry out a water hygiene survey to assess the age and condition of the domestic hot and cold water system in your home.

We will use either our in house construction services team or an approved contractor to undertake this work.

We will notify you in writing of our scheduled appointment visit, you may change this to one that is convenient to you.   After us taking reasonable steps to arrange a suitable appointment  if you do not allow us access to the property to undertake the gas service we will refer the matter to the magistrates court to gain an access via a warrant to carry out the work.

Once work has been completed your records will be updated so that we can plan for future servicing and assessments to be undertaken at the property.

Our legal basis for processing your information:

We have a legal obligation to process your data for this purpose as it is necessary for us to comply with the law.

  • Gas Safety Regulations 36 (Installation and Use) 1998
  • Health and Safety at Work Act 1974
  • COSHH – Control of Substances Hazardous to Health

Who we will share your information with:

We will provide your information with the Magistrates Court if we need to obtain a warrant to enter the property in order to carry out the annual gas service.

We will also pass the information detailed in ‘what type of information we will collect from you’ section to any approved contractor who is carrying out the servicing and assessments on our behalf.

How long will we keep your information?

Following the servicing we will update our records in order to plan the next annual gas service and water survey.

Leaseholder purchases

Why do we need your information?

We need your information when you purchase a property where Berneslai Homes manages the lease on behalf of Barnsley Council, so that we can fulfil their Landlord obligations.

Where your lease states that we will provide buildings insurance cover we will add your details as the property owner to the insurance policy for that property.

We will use your information that we hold to send you letters informing you of details about the lease, property repairs both that are due and any proportional charges you must pay, and forums and events that you may wish to attend.

We may also contact you to make an arrangement to come and visit you at the property to discuss your leasehold agreement that you have signed.

In certain circumstances, such as where you have leaseholder arrears or you have breached another clause of your leasehold agreement we may contact your mortgage company with an interest in the leasehold properties. We may also pass your details to the First Tier Tribunal to enable them to determine whether a breach of lease has taken place.

There are some circumstance where we need to  give your information to your landlord, Barnsley Council, these circumstances include but are not limited to;  advising them of a breach of the lease conditions; or to ask them to raise invoices direct to you in respect of major works.  Upon your request we may also liaise with them over buying your property back or putting a legal charge against your property.

We also collect your next of kin information and we will use this information to contact them should the situation arise that is deemed in your vital interest to do so.

What type of information we will collect from you:

When you become a leaseholder we require name, address, date of purchase and the purchase price of the property, mortgage provider and your next of kin information – your solicitor should provide us with this information following completion of the sale but we may contact you direct for this if they do not.

If we become aware that there has been a new purchase of one of our leasehold properties and we have not been informed of  your information from your solicitor,  we will complete a land registry search to find out this information and will contact you to obtain information we need to undertake our Landlord obligations as described above.

Our legal basis for processing your information:

Our legal basis for processing this information is because it is necessary to fulfil a contract between you and Berneslai Homes the managing agent on behalf of Barnsley Council, your landlord.

How long will we keep your information?

We store your information on our secure system, with only those colleagues who need to know this information given access to it.

We will keep your information for: 7 years after the expiry of the lease.   However, by law we need to retain some of the leasehold information for the period of the lease that runs for 125 years from date of its commencement.