Privacy Notice - Housing Options

Rochford District Council is the data controller for the purposes of the Data Protection Act 2018.

The Data Protection Officer for the Council is Angela Law and can be contacted on DPO@Rochford.gov.uk

The legal/lawful bases for processing

The lawful bases for processing are set out in Article 6 and 9 of the GDPR

Personal Data:

  • • 6(1)(a): Consent of the data subject
  • • 6(1)(b): Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
  • • 6(1)(c): Processing is necessary for compliance with a legal obligation

6(1)(e): Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Special Category Data:

  • • 9(2)(a): Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member State law.
  • • 9(2)(c): Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent

9(2)(g): Processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards

Processes:

  • Locata Online Customer Registration
  • Application Assessment – Housing register Applications
  • Homeless Applications
  • Housing Advice Applications
  • Application reviews
  • Homeless Prevention

Legal or Public Task under one or more of the following:

  • The Housing Acts 1985, 1988, 1996, 2002, 2004
  • The Homelessness Reduction Act 2017
  • The Landlord and Tenant Act 1987
  • The Localism Act 2011
  • The Commonhold and Leasehold Reform Act 2002
  • Statutory guidance on social housing allocations for local authorities in England June 2012
  • Equality Act 2010
  • Childrens' Act 1989, 2004
  • Mental Capacity Act 2014
  • Prevention of Social Housing Fraud Act 2013
  • Care Act 2014
  • Childrens' Act 1989 and Working together to Safeguard Children 2015
  • Mental Health Act 2017
  • Anti-Social Behaviour, Crime and Policing Act 2014
  • Crime and Disorder Act 1998
  • Anti-social Behaviour Act 2003,
  • Human Rights Act 1998;
  • Mental Capacity Act 2005;
  • Working Together 2018;
  • Modern Slavery Act 2015;
  • Domestic Violence, Crime and Victims Act 2004

What information we are collecting?

Name
Address
DOB
NI number
Income & Expenditure details
c/o name and address details
Bank account details
GP details / medical information /hospital information
Gender
Current and previous Tenancy information
Landlord details
Owner/occupier details
Telephone numbers
Employment /Business details / payslips/hours of work/reasons for leaving
Pension details
Benefit confirmation
Mortgage details
Email address
Details care leavers /placements
B&B / nightly paid placements
Housing Providers – temporary accommodation placements
Racial and ethnic data
Lifestyle and Social circumstances
Criminal history

How is it being collected?

Letter
Email
Notes of telephone conversations
Home visits
Face to face interviews
Paper applications forms
Electronic application forms
Information/documents provided by yourselves or third parties

How will it be used?

In the prevention /relief of homelessness
In accepting a main homeless duty.
In providing housing advice
In assessing housing register applications.
In the collection of rents/contributions
Assistance provided under the rent and deposit or other prevention and initiative schemes

Who will the information be shared with?

Housing Providers
GP /hospital consultants
Health visitors
Supported housing providers
FOI
MP enquiries
Landlords /Mortgage Lenders
Revenues and Benefits
Council Tax
B&B / nightly paid owners
ECC
MAPPA
MARAC
Equifax – credit search
Social Care Departments
Education /schools/colleges
Police
Support workers such as Peabody or Changing Places
The above list is not exhaustive – who we contact will depend on your personal situation

Retention Period of the data

The data that you provide will remain with us in Line with Rochford District Council Data Retention Policy

The GDPR/Data Protection Act 2018 allows you to find out what information is held about you on paper and electronic records. In order to do this you can submit a subject access request to the Council’s Data Protection Officer. This service is free of charge.

In some circumstance where the information provided may be restricted, for example, where it contains confidential information about another person, where it will cause serious harm to your or someone else’s physical or mental well-being or if the information we give you may stop us from preventing or detecting crime.

In addition, you have the following rights:

  • Ask for information to be changed if it is factually inaccurate
  • Ask for information to be deleted in certain circumstances such as the purpose for which the information was provided in the first place is no longer relevant, where you withdraw you consent (unless there is no other legal reason for us to use it), we are legally required to deleted information.
  • Ask for the information to be transferred back to yourself or another service provider. This only applies if we are using your information with consent and not if we are required by law to do so or if a decision was made by a computer and not a human being.