Purpose for processing your information
This privacy notice explains how the Council uses the information it collects within the Housing Needs division of the Housing Department. The notice also explains the purpose for processing this information, categories of personal information and when and with whom it may be shared. This is in addition to the general functions described in the service fair processing notice.
The core service areas are:
- homelessness: statutory assessment and street outreach
- assessing and provision of accommodation (temporary and permanent)
- enabling provision of new build homes
- securing additional accommodation for those in housing need
- management of relationships with social housing providers.
We collect the following information
Your personal information is only used for a specified purpose(s) but if we intend to use it for any other purposes we will normally ask you first. For instance, in some cases, the Council could use your information for another purpose such as related to improving and developing services, or to prevent or detect fraud. In any event our processing will always have a demonstrable lawful basis. Where practicable and reasonable we will always seek to inform you of any significant proposed changes to how we process or intend to process your personal data, in order to ensure full transparency over how we handle your information.
Personal data collected includes household member defined characteristics, identification documentation (for example, passport), financial details (for example, payslips and rent statements), rehousing preferences, address information, payments made, support provided and complaints made.
We may also collect and process special categories of personal information that may include:
- racial or ethnic origin
- interest in community engagement activities specific to a particular group
- religious or philosophical beliefs
- data concerning health or disability
- data concerning a person’s sex life or sexual orientation.
How we collect your information
In order to provide housing services to our residents, it is important that we have access to your personal data, as it the means by which we provide services and support vulnerable residents and clients.
We collect information in a variety of ways, including when:
- conducting client suitability assessments
- facilitating a client’s move on from supported housing
- conducting outreach work with those who are rough sleeping
- supporting residents with welfare benefits, housing, debt and employment
- providing an adaptions service (grants service)
- providing a transportation and storage service
- undertaking case work for our Gypsy and Traveller community.
Legal basis for using and sharing your personal data
Although access to your data is restricted, there are occasions when we need to share it with others including other Council departments, services and elected members, as well as other organisations such as our partners, third party contractors, Government bodies, the police and health and social care organisations.
Some examples are:
- where we have a lawful basis to do so, for example in general performance of a contract or service (for example, under Homelessness Reduction Act 2017)
- as part of public task and public duty where appropriate to do so
- with regard to service improvement
- when we are legally obliged to, for example debt collection or in connection with legal proceedings
- for the detection and prevention of fraud
- in the event of an emergency or risk of serious harm or threat to life, when the emergency services and other local authorities may need it to assist.
In these instances, we would share your information with the following parties:
- other Council departments and services (for example, Adult Social Care)
- elected members
- third-party contractors (for example, Aids and Adaptations)
- other Local Authorities (for example, outreach teams)
- Government bodies (for example, Ministry of Housing, Communities and Local Government (MHCLG))
- bodies involved in the detection and prevention of crime and fraud (for example, Department of Work and Pensions (DWP) or Her Majesty’s Revenue and Customs (HMRC))
- health and social care organisations.
Where there is a need for coordinated support to be provided through the sharing of information an Information Sharing Protocol will be put in place.
How long do we keep your information?
We will only keep your information for as long as is required by law and to provide you with the necessary services in line with our stated retention policy.
We may also anonymise personal data, to allow the Council to effectively target and plan the provision of services. At this point the data would cease to be personal data.
Your rights and access to your information
You have the right to request a copy of the information that we hold about you subject to any exemptions that may apply.
The new GDPR and Data Protection Act 2018 also gives you additional rights that refer to how the Council holds and uses your information.
Consequently, under certain circumstances, by law you have the right to:
- request that consent be withdrawn and the right to object, remedy and restrict further processing of your data; however, this may affect service delivery to you
- request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it
- request your data to be rectified if it is inaccurate or incomplete
- have your data transferred or copied should you move to another authority
- not be subject to automated decision-making including profiling
We will always consider any request you make with regard to your rights, including, correcting errors and inaccuracies, suspending or stopping using your data, and will ensure that data is kept in line with our retention policy.
Information about how to submit a Subject Access Request.
Information on your Rights under the GDPR and Data Protection Act 2018 and how the Council complies with the new GDPR and Data Protection Act 2018 .
If you have any concerns
Please contact us if you would like to know more about the information we hold about you and how we use it. Please contact firstname.lastname@example.org
You have a right to complain to us if you think we have not complied with our obligation for handling your personal information.
If you are not satisfied with the Council’s response you have a right to complain to the Information Commissioner’s Office (ICO).
Changes in your circumstances
You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.