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Privacy notice for housing and safe communities services

What do we use the information for?

Housing services holds information about individuals so that it can fulfil the following legal obligations, statutory duties and discretionary services:

  • Maintain a Housing Register (waiting list)
  • Determine homeless presentations
  • Manage the housing stock
  • Adaptations and disabled facilities grants
  • Supporting victims and tackling perpetrators of anti-social behaviour 
  • Supporting domestic abuse victims (including the perpetrator and children’s service)
  • Manage the council owned traveller sites
  • Providing coordinated updates to neighbourhood watch coordinators
  • Enabling home security target hardening work to take place. 

What information do we hold and use?

Housing services collects and processes the following types of personal data in order to fulfil is legal obligations, statutory duties and discretionary services:

  • name, date of birth, address, gender
  • photographs for identification purposes
  • e-Mail address (preferred method of communication)
  • bank details for invoicing/payments
  • health information to assess eligibility for services
  • relevant police records for people who we are/have worked with (kept in accordance with retention policy)
  • information from schools/academies on attendance and behaviour
  • CCTV Footage. 

On what grounds do we use the information?

Housing services has a legal obligation and statutory duty to provide individuals with certain information under a number of regulations including: 

  • Housing Act 1985
  • Housing Act 1996 (as amended by the Homelessness Act 2002 and Homeless Reduction Act 2017)
  • Crime and Disorder Act 1998
  • Anti-Social Behaviour Act 2003
  • Anti-Social Behaviour, Crime and Policing Act 2014
  • Regulation of Investigatory Powers Act 2000 (Amended)
  • Serious Crimes Act 2015 S76 (for domestic abuse)
  • Domestic Violence, Crime and Victims Act 2004.  

How do we collect this information?

Most of the personal data housing services collects and processes is provided by individuals, other council departments or external service providers. If data collected is not mandatory and is provided to us on a voluntary basis we will inform you that you have a choice whether to provide this.

Who do we share your information with?

Housing services procures the services of various internal and external service providers to support the delivery and administration of its legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them. The following internal and external service providers may be provided with your information for these purposes. 

Your information will not be used for any other purpose.

Caption
Type of service/adviser Name Reasons for sharing data
Tell us once East Riding of Yorkshire Council To enable housing services to be notified of the death of a service user
Auditor East Riding of Yorkshire Council To facilitate the statutory duty of the auditing of housing services annual report, statement of accounts and internal controls.
Schools/academies Any throughout the East Riding or elsewhere in the country where a pupil attends Minimise risk to victims of anti-social behaviour and ensure co-ordinated support can be provided
Home security target hardening Probe To enable a home security assessment to be carried out and equipment provided and fitted for victims of domestic burglary, anti-social behaviour, domestic violence and other vulnerable people
Private and registered social landlords Any operating in the East Riding To enable action to be taken against tenants in accordance with the Absolute Ground for Possession referred to in the Anti-Social Behaviour (ASB), Crime and Policing Act 2014 and to enable them to take other tenancy enforcement action
Social services East Riding of Yorkshire Council Safeguarding children, young people and adults, determining applications for assistance/managing tenancies.
Police Humberside police Safeguarding children, young people and adults, determining applications for assistance/managing tenancies. Informing Police of tools and powers used to tackle anti-social behaviour. Domestic abuse. 
Other local authorities Various Safeguarding children, young people and adults, determining applications for assistance/managing tenancies.
Multi Agency Public Protection Arrangements (MAPPA) Various inc. police/probation/prison Multi agency approach to dealing with high risk offenders
Multi agency risk assessment conference Various inc police, children’s social care, health  Multi agency approach to dealing with high risk domestic abuse victims

 In certain circumstances service providers, professional advisers and auditors may also be classed as data controllers.

How long do we store it and is it secure?

Housing services has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page. 

Details of how we keep your information secure are available on the general  privacy information page.

What rights do you have?

Individuals have the right to control the information held about them and how it is used. The rights that you have depend upon the grounds upon which your information is collected. All of the rights you could have are outlined on  on the  data protection rights page. For the purpose of delivery and administration of housing services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them, individuals will have the following rights:

  • The right of access - You are entitled to see the information we hold about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk 
  • The right to rectification - If you believe any information we hold about you to be incorrect, please email housing.services@eastriding.gov.uk and we will amend the information accordingly. 
  • The right to erasure/right to be forgotten – Housing Services, in providing statutory duties under the regulations has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to housing.services@eastriding.gov.uk
  • The right to restrict processing - Should you wish us to limit how we use your data please email housing.services@eastriding.gov.uk with the reason for your request.
  • The right to data portability – Housing Services has determined that there will be no requirement for Data Portability. 
  • The right to object - In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions.  Should you wish us to limit how we use your data please email housing.services@eastriding.gov.uk with the reason for your request.

Housing services may share your information with third parties. You can object to housing services sharing your data with these third parties but this could result in a delay or the inability to process service user requests.

Should you exercise your right to object, it will not limit the information you receive from the housing services, as we may still be required by law to provide you with certain information. In cases such as this Housing Services will take appropriate steps to ensure your request is complied with but that it also fulfils any legal obligation or statutory duty it has to provide you with information or services.

Where can I find out more?

If you want to know more about how housing services and the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner’s Office.