Housing and Investment Services - Privacy Notice

The categories of this information that we collect, process, hold and share include:

·         personal information (such as name, address, date of birth)

·         characteristics (such as gender)

·         protectected characteristics (such as race or ethnic background)

·       special categories

Why we collect and use this information

The personal information  we collect will relate to:

·         Complainants

·         Customers

·         Enquirers

·         Licence holders

·         Permit holders

·         Offenders and suspected offenders

·         Inspection details

We use this information to:

·         enable us to carry out our regulatory duties

·         produce statistics required by government and other agencies

Whilst the majority of children and young person’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

The lawful basis on which we use this information

We collect and use this information under:

Article 6 (1)(a) gives the Council a lawful basis for collecting and using personal data where an individual has given clear consent for you to process their personal data for a specific purpose.

Article 6 (1)(b) gives the Council a lawful basis for collecting and using personal data where the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. For example providing background information for Sefton’s Housing Accreditation scheme.

Article 6(1)(c) gives the Council a lawful basis for collecting and using personal data in order to comply with its legal obligations. For example collecting information regarding prosecutions undertaken under provisions within the Housing Act 2004.  For example where an individual has applied for a specific housing  licence or licencing scheme.

Article 6(1)(d) gives the Council a lawful basis for collecting and using personal data in order to protect vital interests (for example protecting someone’s life). The Housing Act 2004 Section 5 places a duty on Local Authorities to take action where condition of a property can cause a risk to health of occupant.

 Article 6(1)(e) gives the Council a lawful basis for collecting and using personal data in order to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. For example the Homelessness Reduction Act 2017 places a duty on housing authorities to collect personal information to assess persons found to be homeless or threatened with homelessness agree a plan for every eligible person. 

Further to this, Housing and Investment services collect and use special category data such as race and ethnic origin under Article 9 (2)(g). Where the processing of information is necessary for reasons of substantial public interest. For example ethnicity information on persons dealt with under provisons in the Housing Act 1996 and Homeless Reduction Act 2017 is recorded to enable to production of statutory governmental statistics.

Article 9(2)(g) gives the Council a lawful basis for collecting and using personal data where the processing is necessary for reasons of substantial public interest on the basis of UK law.

Storing this information

We hold personal data for a specified period based on our Guidelines for Retention and Disposal (bottom of page).

Who we share this information with

We do not share your personal data unless the law and our policies allow us to do so for example to comply with legal obligations under current legislation.

The Council will also use the information for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds.

Requesting access to your personal data

Under data protection legislation, you the right to request access to information that we hold. To make a request for your personal information please contact

Data Protection Officer

0345 140 0845 

ino.information@sefton.gov.uk

 

You also have the right to:

·         object to processing of personal data that is likely to cause, or is causing, damage or distress

·         prevent processing for the purpose of direct marketing

·         object to decisions being taken by automated means

·         in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

·         lodge a complaint with the supervisory authority (the Information Commissioner’s Office)

If you 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. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

If you would like further information about this privacy notice, please contact:

Data Protection Officer

0345 140 0845 

ino.information@sefton.gov.uk

 

Housing and Investment services retention schedule

Description of Use

Retention Schedule

Property Pool Plus (Choice Based Lettings & Housing waiting list)

Destroy 6 years from closure of Property Pool Plus application

Homeless Support Information  

Destroy 6 years from last contact

Hostels and Emergengy Accomodation Information – Homlessness and prevention

Destroy 6 years from creation of records

Housing Options and Homeless advice

Destroy 6 years fromlast contact

Housing and Public Heatlh advice

Destroy 6 years after first date of enforcement action

Housing Private Tenant advice

Destroy 6 years after first date of record creation

Housing Legal advice

Destroy 6 years after date legal advice supplied

Housing Mediation advice

Destroy 6 years after date case resolved

Housing Improvements and Repairs – Demolition alternative housing

Destroy 6 years after end of tenancy

Housing Improvements and Repairs – Demolition disturbance allowance

Destroy 6 years after year records created

Housing Improvements and Repairs – Demolition tenants’ responsibilities

Destroy 6 years after end of tenancy

Housing Improvements and Repairs – Temporary accomodation

Destroy 6 years after end of tenancy

Rechargable home repairs

Destroy 6 years after year records created

Houses in multiple occupation register

 

Destroy 6 years after registration expires

Landlord accreditation & licensing

Destroy 3 years after accreditation/licensing scheme ends


Last Updated on 26 September 2018