Housing services - privacy notice

The purpose for this processing

To manage the Council's housing stock and administer housing-related services.

To manage Council tenant and leaseholder matters, including tenancy management ,day-to-day repairs, planned maintenance programmes and estate management.

To process and assess homelessness and housing applications.

To investigate and manage reports of anti-social behaviour (ASB), neighbourhood disputes, nuisance complaints and hate incidents involving Council tenants, leaseholders and, where relevant, private sector residents or other members of the community.

To monitor, evaluate and improve the effectiveness of the Council's Housing Service through tenant engagement activities, customer feedback, satisfaction surveys and tenancy feedback forms. This helps us understand how well our services are performing, identify areas for improvement and ensure that tenants' views help shape future service delivery.

Legal basis for this processing

Article 6 Lawfulness of Processing (Article 6(1)(b))

Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

Article 6 Lawfulness of Processing (Article 6(1)(e))

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.

This lawful basis applies to the Council's housing management functions, homelessness duties, and the investigation and management of anti-social behaviour, neighbourhood disputes and hate incidents.

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

Where you choose text message (SMS) as your preferred method of contact, we will use your mobile telephone number to communicate with you regarding housing services, appointments, repairs, tenancy management, anti-social behaviour cases and other related matters. This processing is carried out under the same lawful basis that applies to the housing service being provided. You may change your preferred method of contact at any time.

What data do we collect about you

Personal details, which may include:

• Name
• Address
• Email address
• Telephone number
• Family details
• Employment and education details
• Financial details
• Housing needs
• Evidence of identity
• Physical or mental health details.
• Support needs

We may also:

• Hold recordings of your telephone calls to us, as some calls to our contact centre are recorded for training and monitoring purposes so we can ensure we're delivering a good service.
• Capture your image on our CCTV systems if you visit an estate, office or community facility covered by CCTV.
• Carry out market research and customer satisfaction surveys to help monitor and improve our services.

Where you report anti-social behaviour (ASB), nuisance complaints, neighbourhood disputes or hate incidents, we may collect information relating to the incident, including details of complainants, alleged perpetrators, witnesses and other individuals involved. This may include names, contact details, addresses and supporting evidence.

How long do we collect your personal data

Personal information is retained in accordance with the Council's published Corporate Retention Schedule and other legal obligations.

Housing management, tenancy and anti-social behaviour records are generally retained for 6 years following closure of the case, unless a longer retention period is required by law or the Corporate Retention Schedule.

Who we share your data with

• Relevant internal officers and departments
• Drug and alcohol support
• Essex Partnership and University Trust
• Essex Fire and Rescue Services
• Essex Police
• General Practitioner
• Probation
• Social Services
• Other mental health and social providers as required
• Contractors undertaking repairs, maintenance or improvement works
• Third-party housing providers and landlords
• Third-party service providers
• Utility companies
• Credit reference and debt collection agencies
• Property valuers
• Central government agencies
• Other local authorities
• Where necessary to investigate or address anti-social behaviour, nuisance or hate incidents, information may also be shared with the Police, community safety partners, support agencies and other relevant organisations where there is a lawful basis to do so.

Where we get it from

Individuals themselves (Data subjects) and relevant third parties, for example:

•Tenants and residents completing the reactive repairs feedback form themselves
• An authorised representative completing the form on behalf of a tenant or resident
• A family member, carer or advocate providing information on behalf of the tenant or resident, where appropriate.

Is any automated decision making applied

No automated decision making applies to this process.

The Right to Complain

If you have concerns about how we have handled your personal information, you have the right to raise a complaint with us.

You can contact the Council’s Data Protection team using the details below, and we will investigate your concerns and respond without undue delay:

Email: DPAOfficer@tendringdc.gov.uk

Post: Data Protection Officer, Tendring District Council, Town Hall, Station Road, Clacton-on-Sea, CO15 1SE

If you remain dissatisfied with the outcome, you have the right to complain to the Information Commissioner’s Office (ICO) -Make a complaint about how an organisation has used your personal information