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What do we use the information for?
Housing and safe communities services collects, processes and holds your information information in order to provide our services effectively.
To maintain a Housing Register/waiting list
To provide housing advice to residents
To determine homeless presentations
To manage the housing stock
For adaptations and disabled facilities grants
To support victims and tackle perpetrators of anti-social behaviour
To support domestic abuse victims, including the perpetrator and children’s services and the manage MARAC (Multi Agency Risk Assessment Conference) for high risk cases
To reduce the risk of radicalisation and offer support to those who are at risk of harm
To manage the council-owned traveller sites
To provide coordinated updates to neighbourhood watch coordinators
To enable home security target hardening work to take place.
We also use information to improve our services so that they are more appropriate to people’s requirements. We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.
What information do we hold and use?
We collect and process the following information:
Personal information (such as full name, date of birth)
Location data (such as full residential address)
Contact details (such as email address, telephone number)
Characteristics (such as ethnicity, sex, religion)
Photographs for identification purposes
Bank details for invoicing/payments
Information relating to health
Relevant police records for individuals who we are working/have worked with
Attendance and behaviour information from schools/academies.
On what grounds do we use the information?
The housing and safe communities services collect and lawfully process your personal information under the following:
Housing Act 1985
Housing Grants Construction and Regeneration Action 1996
Housing Act 1996 (as amended by the Homelessness Act 2002 and Homeless Reduction Act 2017)
Crime and Disorder Act 1998
Anti-Social Behaviour Act 2003
Anti-Social Behaviour, Crime and Policing Act 2014
Regulation of Investigatory Powers Act 2000
Serious Crimes Act 2015
Domestic Violence, Crime and Victims Act 2004
Counter Terrorism and Security Act 2015.
We process personal data for the following reasons:
We process special category data for the following reason:
How do we collect this information?
We may collect information in the following ways:
Who do we share your information with?
We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including social services, the police, private and registered social landlords within the East Riding of Yorkshire and other local authorities.
The reasons why we may share your data with other public bodies are as follows:
We will only disclose your information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.
We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.
To enable the housing service to carry out their functions, they use a housing system called ActiveH which is supplied by MIS-Active Management Systems Limited.
How long do we store it and is it secure?
Housing and safe communities services has a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.
For information on how long your information will be held visit the retention page.
What rights do you have?
The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page.
In most cases, people who have been involved housing and safe communities services will have the following rights:
The right of access - you are entitled to see the information we hold about you
The right to rectification - we will amend information accordingly, if any information the service holds about you is incorrect
The right to restrict processing - you may wish to limit how we use your data
The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions
The right to erasure/right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.
To exercise any of your above rights, please visit the data protection rights page for more information.
Where can I find out more?
If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concerns with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.
When was this privacy notice last updated?
We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 6 June 2023.