Copy of Data Analysis TENANT
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Data controller: HOMELET NORTH WALES LIMITED Data Subject: TENANT
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Information heldWho is collecting it?How is it collected?Why is it collected (what are we going to do with it?)Lawful basis for processingWho will it be shared with?How is it stored?When will it be deleted?
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Column AColumn BColumn CColumn DColumn EColumn FColumn GColumn H
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Tenant name StaffIn office, over the phone, email, self-registration, tenant application formTo use on contract Contract fulfilmentLandlord, staff, local authority & utilities, contractors,Paper / electronic6 years after tenant leaves
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Add to property management softwareContract fulfilmentStaff, Contractors, Software providerSoftwareDuring tenancy & 6 years beyond
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ReferencingContract fulfilmentCredit check Co., Employer, current landlord, referencing co.Paper / electronicDuring tenancy & 6 years beyond
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To be able to contact tenant e.g. property managementContract fulfilmentContractors, staffSoftware system6 years after tenant leaves
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To use on prescribed informationLegal oblgiationStaff, Deposit scheme, relevant personPaper / electronic6 Years after tenant leaves
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To offer extra services - insuranceConsentStaff, 3rd partyPaper / electronicWithin a month of the end of tenancy
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If legal action is neededLegal workSolicitor, Court ServicesPaper / electronic6 years after tenant leaves
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ServicesContract fulfilmentCouncil Tax & utility providersPaper / electronic6 years after tenant leaves
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Tenant contact detailsStaffIn office, over the phone, email, self-registration, tenant application formTo use on contractContract fulfilmentLandlord, staff, local authority & utilities, contractorsPaper / electronic6 years after tenant leaves
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Add to management softwareContract fulfilmentStaff, Contractors, Software providerSoftware6 years after tenant leaves
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ReferencingContract fulfilmentStaff Credit check Co., Employesr, current landlord, referencing co.paper / electronicDuring tenancy & 6 years beyond
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To be able to contact tenant e.g. property managementContract fulfilmentContractors, staffSoftware system6 years after tenant leaves
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To use in prescribed informationLegal oblgiationStaff, Deposit scheme, relevant personPaper / electronic6 years after tenant leaves
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To offer extra servicesConsentStaff, 3rd partyPaper / electronicWithin a month of the end of tenancy
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If Legal action is needed, for example possession claimLegal WorkSolicitors, Court ServicesPaper / electronic6 years after tenant leaves
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Notify utilities & council taxContract fulfilmentCouncil Tax & utility providers, landlordPaper / electronic6 years after tenant leaves
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Tenant Employer informationStaffTenant application formReferencing & assessmentContract fulfilmentStaff, Credit check Co., landlord, referencing co.Paper / electronic6 years after tenant leaves
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Tenant's current landlord informationStaffTenant application formReferencing & assessmentContract fulfilmentStaff, Credit check Co., landlord, referencing co.Paper / electronic6 years after tenant leaves
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Tenant Next of Kin detailsStaffTenant application formContact in case of emergency alternative correspondence addressLegitimate interestStaff, Public bodiesPaper / electronic6 years after tenant leaves
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Tenant bank detailsStaffTenant application formSetting up standing ordersContract fulfilmentStaff, landlordPaper / electronic6 years after tenant leaves
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Tenant's Children detailsStaffTenant application formTo identify permitted occupiers to include on tenancy agreementContract fulfilmentStaff, landlordPaper / electronic6 years after tenant leaves
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Credit score results, historyCredit Check Co.Email or onlineTo assess suitabilityContract fulfilmentStaff, landlordPaper / electronic6 years after tenant leaves
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Other returned referencesCredit Check Co, agentEmail, online, hardcopyTo assess suitabilityContract fulfilmentStaff, landlordPaper / electronic6 years after tenant leaves
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Tenant passport or ID documentsStaffPhotocopy of original, face to faceTo comply with right to rent checksLegal obligation, contract fulfilmentStaff, landlord, Home OfficePaper / electronic6 years after tenant leaves
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