Housing Services Privacy Notice

Under the General Data Protection Regulation 2016 (GDPR) and Data Protection Act 2018 (DPA) Bassetlaw District Council, Queen’s Building, Potter Street, Worksop, Notts, S80 2AH is a Data Controller for the information it holds about you. This notice provides details of how the Council's Housing Services department collects and uses information about you. The Council has a lawful basis for collecting, processing, and holding information about you for this purpose to comply with our Legal Obligation, Public Task, to carry out our Contract with you, and with your Consent.

Information we collect about you

We MAY collect the following information as part of our day-to-day activities:

  • Name
  • Address
  • Date of Birth
  • Gender
  • Relationship Status (including sexual orientation)
  • Health (Physical and Mental)
  • Disability
  • Photo ID
  • Proof of identity (i.e. Birth Certificate, Passport, Driving Licence or Utility Bill etc)
  • Ethnicity
  • Religion
  • Email
  • Contact number
  • Information on who else lives in your property (or who would in future based on your Housing Application)
  • You and your family’s legal status
  • Details about your lifestyle, social and personal circumstances (including your household details)
  • Information about your previous Housing circumstances to assess applications
  • Details about your employment status
  • Your financial records (i.e. Benefits, Savings, Income and Capital)
  • Criminal records (including Anti-Social Behaviour complaints) and offending history
  • Safeguarding information

How we collect information about you

We collect information by the following means:

  • Online i.e. our website and social media platforms
  • Via email
  • Over the telephone
  • By paper correspondence
  • In person (face-to-face)
  • Through relevant 3rd parties (i.e. Health professionals, Social workers or Doctors etc)

Use of your personal data

We are collecting your personal data for the following purposes:

  • To make housing decisions and to provide services to residents/tenants in the district
  • To carry out specific functions for which we are responsible for i.e. provision of adaptions
  • To process relevant financial transactions including rent in advance payments
  • To enable us to carry out our statutory functions
  • To prevent tenancy fraud and illegal sub-lettings
  • To allow us to where necessary- protect individuals from harm or injury
  • To monitor, evaluate and review the quality of our service
  • To account for our decisions and to investigate complaints
  • To help you access the correct service
  • To protect public funds
  • To prevent and detect crime or fraud

We are required by the following legislation to process your personal data appropriately:

  • Housing Acts 1985, 1988, 1996 & 2004
  • Homelessness Act 2002
  • Homelessness Reduction Act 2017
  • Landlord and Tenant Act 1985
  • Commonhold and Leasehold Reform Act 2002
  • Housing and Planning Act 2016
  • Children Acts 1989 & 2004
  • Equality Act 2010
  • Human Rights Act 1998
  • Data Protection Act 2018/GDPR

The above list is not exhaustive.

Sharing of your personal data

We MAY share your information with the following third parties for the reasons detailed above:

  • Other Council Departments
  • Other Council’s such as Nottinghamshire County Council
  • Third party/service delivery partners who deliver services on our behalf
  • Bassetlaw Multi-Agency Safeguarding Hub (MASH)
  • Bassetlaw Multi-Agency Risk Assessment Conference (MARAC)
  • Government Departments i.e. Department for Work and Pensions etc
  • Emergency Services
  • Social housing providers
  • Credit Reference Agencies
  • Banks/Credit Unions
  • Solicitors, Lawyers and other advocates

We MAY be required to disclose information about you in other specific situations such as:

  • Where we are required to disclose information by law
  • When disclosing the information is required to prevent or detect crime
  • When disclosure is in the vital interests of the person concerned

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Keeping your personal data

We will keep your personal data in accordance with our retention schedule, unless you explicitly request it to be removed under GDPR information rights. This right to have your data removed is not an absolute right, for example, we will need to retain your data if this information forms part of a legal requirement, public registry or an existing contract.

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

View the most recent copy of the Retention Schedule. The Retention Schedule is a Live Document and as such, is updated regularly. Read our policy and guidelines that govern how we manage our Retention Schedule.

Protecting your personal data

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the personal information that we hold.

We do not currently transfer your data to any third country or international organisation.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Your rights

There are a number of rights that you may exercise depending on the legal basis for processing your personal data. In most cases, these rights are not absolute and there may be compelling or overriding legal reasons why we cannot meet these rights in full. This will be explained to you in more detail should you contact us for any of the reasons detailed below:

  • Request a copy of the personal information the council holds about you
  • To have any inaccuracies corrected
  • To have your personal data erased
  • To place a restriction on the council’s processing of your data
  • To object to processing and
  • To request your data to be ported (data portability)
  • To object to any automated decision making including profiling and the right to ask for any automated decision making to be reviewed by a human

Where the processing of your personal data is based on your consent, in most circumstances, you have the right to withdraw that consent at any time and we will act on your instructions.

For more information about how the Council may use your data and to learn more about your rights please see the Council’s Privacy Statement.

If you have any concerns or questions about how your personal data is processed, please contact the Council’s Data Protection Officer at the above address or by email to DataProtectionOfficer@bassetlaw.gov.uk. If you are dissatisfied, you can then make a complaint to the Chief Executive under stage 1 of the Council’s complaints procedure.  Should you wish to pursue this further, please send your reasons in writing to the Council’s Chief Executive Officer here at Queen’s Buildings. If you remain dissatisfied with the Council’s response, you can complain to the Information Commissioner's Office in writing to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone 0303 123 1113 (local rate) or 01625 545 745

 


Last Updated on Thursday, October 8, 2020