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- Why we collect information about you?
- What information do we collect about you?
- Who do we share the information with?
- Is any information transferred to or stored on servers based outside the EEA?
- How long do we keep your information?
- Who do we collect information from?
- What are the consequences if we don’t collect the data?
- Are any decision about you made by automatic means?
Why we collect information about you?
We need the information to process and address issues raised relating to Community Safety and to ensure that the information you have supplied is considered and acted upon.
The information supplied may be used to offer suitable advice and/or to provide signposting to support services to you or your family.
The information is used to manage the service we provide to you and to help investigate any worries or complaints you have about our response.
Where appropriate it may be used to check the quality of our services and to help with research and planning of additional services.
What information do we collect about you?
We may collect and hold your name, date of birth, telephone number, address, email address, gender, dependants, marital status, personal sensitive information such as information about your physical and mental health and information relating to your financial circumstances, address history and criminal history.
We may also need and hold names and dates of birth, photographic ID and information about other members of your household or intended household members if Anti-social Behaviour is attached to your housing application or potential homelessness.
We may hold and retain CCTV footage of you for evidential purposes if you have been a perpetrator or victim of anti-social behaviour or for dealing with community safety cases.
We may hold details on your previous housing circumstances and the previous housing circumstances of any joint applicants on housing applications.
We may hold some contact details for a third party where you have provided them as a method of communication with you or where they are acting as your advocate.
We record information about your needs and requirements to ensure our services are accessible so that we take account of any support needs in our dealings with you, and to improve our communications with you.
We record information to assist us in delivering our services and where we may need to bid for specific funding to tackle antisocial behaviour or other community safety related functions.
Who do we share the information with?
We may share your information with:
Local authorities and government departments for exercising statutory, governmental, or other public functions.
Other statutory organisations, e.g. social services and health authorities, as necessary for exercising statutory functions.
Police and other relevant authorities (e.g. Probation Service, Department of Work & Pensions, HM Revenues & Customs) in relation to the prevention or detection of crime and fraud, the apprehension or prosecution of offenders and the assessment or collection of tax or duty.
Landlords, housing associations and trusts, in connection with potential tenancy and associated enquiries.
Third party support agencies (with your consent) i.e. Citizens Advice, Gloucestershire Domestic Abuse Support Service (GDASS), Shelter, food bank.
Whilst some information may be shared with the agencies listed below, information shared will only be that which is appropriate for a service to be provided.
Contracted service providers, where appropriate, in connection with the services performed on our behalf. For example "Locata" the software developer of the Choice based Letting system who currently host the housing information or Ubico who provide waste services.
School or youth clubs pastoral and welfare officers – to safeguard children and young people.
In addition to the above, we may also share your personal information under the following circumstances below:
in order to detect and prevent crime and fraud
for the protection of public safety
if there are serious risks to the public, our staff or to other professionals;
to protect a child or to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening
to protect the rights and freedoms of others.
Is any information transferred to or stored on servers based outside the European Economic Area?
No all data is stored and currently maintained within the EEA as per industry guidelines.
How long do we keep your information?
Information is kept in line with the retention policy (pdf, 214 KB).
Who do we collect information from?
Generally the information we hold will have been provided by you and will have been provided with your consent. This is usually through your submission of an ASB report either via the Tewkesbury Borough web site, telephone request or verbally via colleagues.
We may also receive information via an application or enquiry forms or from when we communicate with you during a face to face meeting. For example if you disclose you are experiencing ASB and this your reason for applying for housing.
We may occasionally hold information provided by third parties. For example where you have approached another professional and where this is relevant to your housing circumstances. E.g. social workers and health professionals, doctors and occupational therapists, police or landlords.
We will only ask for personal information that is appropriate to enable us to deliver our services.
In accordance with legislation you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide a full response or some services to you.
What are the consequences if we do not collect the data?
We may not be able to respond, resolve or carry out enforcement action on the reports of Anti-Social Behaviour or other community safety issues.
Are any decision about you made by automatic means?
No – whilst you will receive an automated acknowledgement and reference number if you have submitted a report via “report it” on the website no decisions are made automatically.
Last updated: 17 May 2018 (KF)