This statement confirms how and what information the Housing and Property Service keeps about an individual.
Why do we collect the information?
We use your information to:
- assess your housing needs
- identify which other services could meet your needs
- to provide support and advice
- investigate complaints
- look at the quality of services
Providing the most basic information is a sensitive matter. You have a legal right to expect any information you are providing to be treated with confidence and kept secure. The Council has measures in place that protect the privacy of individuals during this process.
Justification for Collecting and Recording Personal Information
The Housing Service will collect and process personal information for the following purpose:
- Compliance with a legal duty (relevant laws include the Housing Act 2004, the Construction and Regeneration Grants Act 1996 and the Housing (Wales) Act 2014)
- Carrying out a task in the public interest
The Department will not use your information for making automated decisions or for profiling.
Data we are allowed to collect
- Date of Birth, name, address, family details,
- Phone Details
- E-mail address
- National Insurance No. (in some cases)
- Employer's details
- Financial situation e.g. income, expenditure, bank details
- Lifestyle and social circumstances
- Record of previous complaints
- Medical details
- Personal circumstances e.g. accommodation status
- Photo ID, description of appearance and behaviour
- Details of physical and mental health
- Race and ethnicity
- Religious beliefs
- Crimes, cases against you, outcomes and convictions
The records are kept on paper or on computer. They are dealt with confidentially and kept secure at all times.
Some types of information are sensitive e.g. health, race, ethnicity, religious beliefs. The legal basis under article 9(2)(g) of the general Data Protection regulation is used to process this information.
With whom will we share the information?
In some circumstances the Council must share your information with external partners and the third sector if relevant. These include, but not limited to, the following:
- Other Council Departments
- Housing Associations and Providers
- Other councils
- Third Sector providers
- Government Departments such as the HMRC and the DWP
- The Police
- Health Services
- Welsh Government
- Banks and Building Societies
- Wales Audit Office
- European Commission
- Age Cymru
- Rent Smart Wales
- North Wales Fire Service
- Test Service
Information is shared in cases of genuine need, where we can improve the services that are provided to the individual. The information will not be shared unless there is a legal requirement to do so. We will not transfer your information to another country.
For how long will we keep your information?
The Department will only retain your information for as long as is necessary. We have a list of retention periods for the Department's work. Your information will be disposed of securely once the retention period ends.
For more information, please contact the: Information Officer.
Will you be able to see the information the Department is keeping about you?
You have the right to ask for all the personal information the Department is keeping about you. In some circumstances, we will not be able to allow you to see the information, or parts of is, because:
- it includes confidential information about other people; or
- that a professional believed that it would cause serious harm to the physical or mental well-being of the individual or anyone else; or
If we cannot allow you access to your information we will explain the reason for refusal.
How do I make a request to see the information the Department is keeping about me?
- Download the application form to request access to personal information
- Send us a letter or an e-mail
- Ask in person
Usually, we will ask you to provide proof of identity.
As soon as we receive proof of your identity, we will then process your application within a month, or we have the right to extend this period to two months if the request is lengthy or complex.
The Council will not transfer your personal information to another country.
The information you supply will be kept for 12 months. For further information about your rights and the Data Protection Officer’s contact:
Data Protection Officer
Research and Information Services
Corporate Support Department
Stryd y Jel
How to contact us?
For more information, or if you wish to obtain a copy of the application form on e-mail or in the post, please contact us on the following:
Adults, Health and Well-being Information Officer
- Phone: 01286 679 223
- E-mail: firstname.lastname@example.org
- Address: Adults, Health and Well-being Information Officer, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH
How to get more information about your rights?
For more information please visit the Privacy Statements and Cookies page