By its FOI response 1188 of 29 May 2026, the Housing Executive shared the above agreement “which outlines the framework for the lawful, effective and efficient sharing of information between the parties to assist the Housing Executive to fulfil its statutory duties in relation to homelessness” (p. 2) of newly recognised refugees. 

The document explains:

“Accommodation and support for Asylum Seekers is not currently a devolved matter in Northern Ireland. Mears Limited provide accommodation and support to Asylum Seekers in Northern Ireland on behalf of The Home Office. Asylum Seekers claiming Section 95 support remain in Mears accommodation until such times as their asylum claim has been decided. If they are granted Leave to Remain, The Home Office will issue a 28 days discontinuation of support notice which includes accommodation and financial support. At this point, as they are threatened with homelessness within 28 days this will trigger a referral to the Northern Ireland Housing Executive to then fulfil its statutory requirement in relation to homelessness provision” (p. 6)

[*It is important to clarify here that -- based on evidence from many different people who tried to proactively approach the Housing Executive once they got a positive decision on their asylum claim and received their eviction notice from Mears accommodation following a positive decision on their asylum claim – people are told just to present to the Housing Executive once they have been physically evicted from the Mears property.]

 According to the text:

“this Agreement has been developed to provide a framework for the lawful, effective and efficient sharing of information… The information is being processed by the Housing Executive, Mears Limited and The Home Office to inform the key delivery partners of the specific needs of asylum seekers and refugees once leave to remain has been granted and to tailor the ongoing help and support required by each individual or family to resettle within their communities. Personal details of the individuals and families will help identify suitable housing and wider support arrangements.” (p. 2)

The agreement specifies that:

“Each Party should only share information that is relevant and proportionate and information will only be used for the purpose for which it was requested and will not be shared with any other Party outside the Parties listed.” (p. 8)

It sets out the types of personal data to be shared by Mears:

• Name

• Date of birth

• Full Address (including postcode)

• Telephone number

• Gender

• Family composition

• Country of Origin

• Language

• Ground floor requirements Yes/No (No health information to be shared) (p. 8)

Information to be shared by the Housing Executive is:

• Contact established with data subject

• Acceptance/refusal of an offer of temporary or permanent accommodation (no details of address will be provided)

• Extensions required

• If data subject has refused assistance from the Housing Executive (p. 8)

The agreement notes that:

“Information will not be routinely forwarded. Each application for information will be assessed on its own merits and information will be shared proportionately and where necessary.” (p. 8)

The FOI response letter from the Housing Executive added that: 

“the Housing Executive and Mears remain in regular contact regarding upcoming discontinuation notices and referrals, which may include informal weekly meetings as required. Please note that minutes are not recorded at these meetings.”