Housing Register privacy notice

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy.

This Privacy Notice sets out what personal data we will use, how we will use it, and why we need to in respect of the Housing Register. The personal data you provide is used to enable the council to process your housing application, including maintaining the housing register and the allocation of social housing.

Information collected

• Name
• Contact details (such as address, telephone number, email address)
• National Insurance Number
• Passport number
• Date of birth
• Gender
• Marital status
• Dependants
• Financial circumstances

• Race
• Ethnic origin (including nationality)
• Health (mental or physical)
• Sexual orientation
• Criminal convictions or offences

Agencies we might share your information with

Whilst working with you, we may share your information with some of the following third parties:

• Social Services
• Social Landlords/Housing Associations
• Ministry of Justice (MOJ)
• Citizens Advice Bureau

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is legal obligation GDPR Article 6 (1)(c). Colchester City Council requires the above information to comply with  our obligations under: Part 6 of the Housing Act 1996 (as amended), Homelessness Act 2002, and Localism Act 2011.

When we collect your ‘special categories of personal data’, (such as health) we rely on the following legal bases under GDPR Article 9(2) (G):

• Substantial public interest conditions

We only request the minimum amount of information and ensure that is it stored securely.

Length of time we keep your information

We will only hold your personal data for as long as necessary and in line with our retention schedules. Information relating to housing register applications will be kept for as long as the application is current and for a period of 6 years plus the current year afterwards on review.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK.  Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

We use cloud providers and online application providers to help us run our business.  Therefore the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK.

Health partnerships and wellbeing: welfare benefits and discretionary fund payments, financial support and employment support

Information retained internally whilst payments and support that can be accessed and applied for further assistance are being reviewed. These include application forms and case files notes.

Information collected

• Name
• Contact details (including address, email address and contact number)
• National insurance number
• Date of birth

We may also collect special categories of personal data including details of medical conditions (if appropriate and relevant).

Agencies we may share your data with

• None without prior consent.

Purpose and lawful basis for processing

Colchester City Council requires the above information to respond to any requests and applications made.

We only request the minimum amount of information and ensure that it is stored securely.

The lawful basis for the processing of your personal data is legal obligation GDPR Article 6 (1):

• (a). Consent
• (c). Legal obligation
• (e). Performance of a public task.

When we collect your ‘special categories of personal data’, (such as health) we rely on the following legal bases under GDPR Article 9(2):

• (a). Explicit consent

Length of time we keep your information

We will only hold your personal data for as long as necessary and in line with our retention schedules.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption.

We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last reviewed' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.