We are required by law to hold a register of all information we hold that includes personal or ‘special category’ data so that we can manage it safely. We hold a large amount of personal information about people. For example:
- We hold information about contract holders and leaseholders on our Customer Relationship Management System (Yoda).
- We hold information about customers on our property database (IBS) and our Finance system (Open Accounts)
- We hold information about staff in our Human Resources files and in files kept by individual managers. We also hold information for payroll purposes on Carval.
- We have forms from applicants for jobs which contain personal information.
- We hold support assessments and support plans for people using our supported living services and this information will be held on YODA.
- Our Helpdesk records audio conversations with all customers when they call through to the Customer Helpdesk. This is information is used for training and monitoring purposes.
- We have support forms filled in as part of the improvement programme to check tenants’ needs whilst improvements are carried out which are filed manually.
- The Adaptations Team and Occupational Therapists keep personal information about people and their needs to decide what adaptations are appropriate.
- We store CCTV images from our headquarters and large communal buildings and have stored data entry systems on our retirement schemes.
- We keep photographs for printed material when communicating the services we offer.