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Privacy notice for Rent

What do we use the information for?

We use personal information to bill, collect and recover council housing rent for the East Riding of Yorkshire Council.

What information do we hold and use?

We collect and process the following information:

  • Name
  • Address
  • Occupancy status such as how many adults reside in the property
  • Who the liable party for rent is
  • Employment, benefit and universal credit details
  • Contact details: telephone number, email address
  • Income and expenditure details, where a customer is in payment default
  • Bank details for customers paying by Direct Debit.

 

On what grounds do we use the information?

We use this information to bill, collect and recover council housing rent and to help with recovery of unpaid rent. Employment/benefit details may be held in order to attach to earnings.

Processing of personal information is carried out in accordance with Article 6 of the EU GDPR.

How do we collect this information?

We collect this information from the individual or third-parties as listed below:

  • Online forms and web enquiries from the council’s website
  • Incoming correspondence such as letters/forms/applications
  • Information received from our Housing department
  • Information given to staff within Customer Service Centres and to our call team
  • Information from our Benefits section
  • Information received from third parties such as the Department of Work and Pensions or from advice agencies such as Citizens Advice Bureau, Step-change etc.

 

Who do we share your information with?

We never make your personal details available to companies outside East Riding of Yorkshire Council for marketing purposes, although our representatives may hold your data so that your details and/or order can be processed and/or account maintained.

Information held by benefits service is used by other departments of the East Riding of Yorkshire Council to enable them to undertake their statutory duties where the law allows it. We will not disclose with anyone else without appropriate permission unless we have a legal reason to do so. For example, disclosure may be necessary to prevent or detect crime.

We will obtain other information about you from third parties and give information to them to: 

  • make sure the information is accurate
  • prevent, detect and prosecute fraud
  • protect public funds
  • recover debts owed to the council

We will match the information you provide with other information we hold about you whether provided to us by you, or anyone else. We may also obtain other information about you from third parties and give information to them to:

  • make sure the information is accurate
  • prevent, detect and prosecute fraud
  • protect public funds. 

We share information with:

  • our Housing department
  • Customer Service Centre network
  • our Benefits section.

 

We share information with these departments to prevent fraud and maximise income for the council and also to ensure we are billing the correct liable parties. We also share information with the Department for Works and Pensions with regard to requests for attachments of benefits and with employers for requests for attachments to earnings (* attachments to earnings for former tenant arrears debt).

We share information with Her Majesty’s Court Tribunal Service with regard to rent recovery cases which are proceeding and with external partners collecting former tenant debt owed to the Council such as Enforcement Agents.

We also share information with Experian on rental payment history, in order to improve credit ratings and to provide a digital source of identity for our tenants.

How long do we store it and is it secure?

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention page. We will link this to a new webpage before publishing which holds the council's retention schedule.

We retain information on our Academy housing system indefinitely with regard to rent liability, transactions, recovery action taken and notepads of conversations with our call team. Access to this system is controlled. When an employee leaves the section access to this system is deleted.

We also retain data, forms, and correspondence from customers as well as outgoing letters and forms generated by our Electronic Document Management System 'Information at Work'. This data is held on the system for 7 years before being deleted.

Details of how we keep your information secure are available on the privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which your information is collected.  All of the rights you could have are outlined on the data protection rights page. 

  • The right of access - You are entitled to see the information we hold about you and can request a copy by emailing:  data.protection@eastriding.gcsx.gov.uk 
  • The right to rectification - If you believe any information we hold about you to be incorrect, please email:  rent@eastriding.gov.ukand we will amend the information accordingly.
  • The right to restrict processing - Should you wish us to limit how we use your data please email:  rent@eastriding.gov.uk with the reason for your request. 
  • The right to data portability - Data will be provided in the event that it is required by another organisation for example through a transfer of services.  
  • The right to object - If you wish to object about the way we use your personal information to  bill, collect and recover council housing rent for the East Riding of Yorkshire Council, please email  rent@eastriding.gov.uk and we will consider your objection.
  • Rights in relation to automated decision making and profiling - You have the right not to be the subject of a decision if it is based on automated processing and it produces a legal effect or other significant effects on you. If you wish to object to the use of automated decision making, please email  rent@eastriding.gov.uk.

Where can I find out more?

If you want 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 concern 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.

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