Richmondshire District Council

Housing options privacy notice

This privacy notice is designed to help you understand how and why housing options processes your personal data. This notice should be read in conjunction with the council’s corporate privacy notice and other purpose-specific notices which can be found at the end of this page.

Who are we?

Richmondshire District Council is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR).

The council has appointed Veritau Ltd to be its data protection officer. Their contact details are:

Information Governance Office
Veritau Ltd
County Hall
Racecourse Lane

01609 532526

What personal information do we collect?

We will need to use and collect your personal data and sometimes your special category personal data, this will include, names, addresses, date of birth, medical information, financial information, personal data, convictions, contact details, family details and equality data.

Why do we collect your personal information?

  • Council’s housing duties towards you under the Homelessness Reduction Act 2017
  • To assist you to access suitable housing with housing providers
  • Services provided under The Housing Act 1988
  • Services provided under the Protection from Eviction Act 1977
  • Investigate complaints and reviews raised by you or other individuals
  • To assist with the planning of new services and reviewing current ones

Who do we share this information with?

In order to provide the best possible service, the department needs to work jointly with third party organisations. These organisations may have access to your personal data in order to complete their work and assist the council in its duties. If the department uses a third party organisation it will always ensure it has an agreement that the third party keeps your data secure.

In order to provide the service, the council may be required to pass your data to other organisations. This would be to assist in the prevention of homelessness, provision of temporary accommodation and for assistance in finding alternative accommodation. The department will only share your personal data where this is a requirement to ensure a bespoke service is offered to you. Data may also be shared with third party organisations for the prevention of crime and to safeguard children and adults at risk.

The data may be shared with the following organisations:

Revenues and benefits, community safety for the prevention of crime, council tax, legal services, other local authorities, housing providers and landlords, specialist support services, North Yorkshire Police, Adult Social care, Children’s Social care, Young People’s Partnership, Probation service and Community Rehabilitation Service, Youth Offending team, Prison Service, hospitals, mental health services and GP services.

How long do we keep your information for?

  • Housing triage data: 6 years 
  • Housing assessment data: 6 years
  • Affordable housing applications: 6 years
  • Bond/rent in advance applications: 6 years
  • MARAC minutes and agendas: 6 years
  • MAPPA minutes and agendas: 6 years
  • Scanned ID documents: 6 Years
  • Richmondshire lettings scheme data: 6 years
  • Residents/licence information for George Nickling House, Colburn, DL9 4RF: 6 years
  • Data reports: 6 Years

What is our lawful basis for processing your information?

Lawful basis for processing personal data under Article 6 GDPR

The processing is necessary for this reason:

  • Processing is necessary for compliance with a legal obligation to which the controller is subject
  • Processing is necessary in order to protect the vital interests of the data subject or of another natural person
  • 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

Additional condition for processing special category data under Article 9(2) GDPR

Special category personal data may be processed if:

  • Processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject 

The DPA 2017 will provide a lawful basis to process criminal offence data (as required by Article 10 GDPR).

Further information

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.

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