Private sector housing

Private sector housing

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Why we collect information about you?

We need the information to investigate private sector housing complaints, issue licences, asses housing conditions, identify empty homes and administer housing grants housing.   

Information is  used to manage the  services we provide to you and to help investigate any worries or complaints you have about our services.

Where appropriate the information 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 collect and hold your name, date of birth, telephone number, address, email address, gender, dependents, financial information, national insurance number and certain personal sensitive information such as information about your physical health.

We may hold some  contact details for a third party where you have provided them as a method of communication with you.

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  organisations, e.g. Health Protection Agency and Health Authorities necessary for exercising statutory functions.
  • Landlords, housing associations and trusts, in connection with potential  tenancy and associated enquiries.
  • Third party support agencies (with your consent) i.e. Citizens Advice,
  • Contracted  service providers, in connection with services performed on our behalf. For example Idox plc group who provide our back office database. 
  • 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.

In addition to the above, we may also share your personal information under the following circumstances below:

  • in order to find and stop crime and fraud
  • 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.

Is any information transferred to or stored on servers based outside the European Economic Area?

Data is stored only on servers that are located within the European Economic Area

How long do we keep your information?

Personal data relating to Disabled Facilities Grants will be stored for 16 Years. Personal Data relating to investigation of complaints will be stored for 3 years following resolution of the complaint. Personal Data relating to the serving of notices  relating to  housing condition and habitability will be stored for as long as a notice remains in force or 3 years following compliance with a notice or its expiration.


Who do we collect information from?

Generally the information we hold will have been provided by you (on your registration form or enquiry forms or when we communicated with you, ), but we may also hold information provided by third parties where this is relevant to your circumstances (e.g. from health professionals, police or trading standards).

We will only ask for personal information that is appropriate to enable us to deliver our services. . In some cases, 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 some services to you.

What are the consequences if we do not collect the data?

We may not be able to provide certain services or carry out certain investigations. 

Are any decision about you made by automatic means?

Decisions regarding a residents financial means in relation to applications for grants are automatically decided. 

Last updated: 27 March 2018 (GB)