Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Housing Solutions / Homelessness.
Introduction
This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of Housing Advice / Homelessness.
This notice should be read in conjunction with;
The Data Controller
The Council is the data controller for the personal data processed for the purpose of Housing Advice / Homelessness.
The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.
Queries relating to this privacy notice
If you have any questions or queries relating to this privacy notice please contact us on
By email : Homelessness@rctcbc.gov.uk
By telephone : 01443 495188
In writing : Housing Solutions, Sardis House, Sardis Road, Pontypridd, CF37 1DU
Who we are what we do
The Housing Solutions Service provides housing related advice to anyone who contacts the service in accordance with the Housing (Wales) Act 2104. This is a statutory obligation for Local Authorities to help prevent homelessness.
The Service aims to prevent homelessness by maintaining current housing arrangements where possible or by sourcing affordable, alternative accommodation. Where appropriate and where our assessment determines a client is homeless, emergency temporary accommodation can be provided.
Whose personal data we process
We may process personal data relating to the individuals seeking housing support and advice.
The categories of personal data we process
We may process the following categories of personal data to offer housing support and advice:
- Contact details including name, address, post code, telephone number and email address.
- Personal identifiers such as D.O.B, national insurance number
- Ethnic origin, nationality, religion, sexual orientation, disability
- Information in relation to family members
- Financial information (Income, tenancy related debt)
- Health Information ( medical diagnosis, any adpations required)
- Any criminal convictions
- Current landlord / mortgage provider
- Immigration Status
Why we process the personal data
We process the personal data to provide advice and support. This may include but is not limited to the following activities;
- Complete a housing needs assessment, face to face or over the telephone to understand your specific circumstances and housing needs.
- Verify the information you have provided to confirm eligibility for assistance.
- Provide you with the most appropriate housing related advice to sustain occupation contracts and prevent homelessness.
- Check your immigration status with the Home Office
- Make a referral to other Council services and partner organisations, including Police, the Probation Service, Health Servies, Housing Associations and private landlords to provide you with any required support.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data is
- Legal Obligation Article 6 (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
- Public Task - Article 6 (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.
- Substantial public interest - Article 9 (2) (g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
- Schedule 1, Part 2 Data Protection Act 2018 – Statutory and government purposes
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Housing (Wales) Act 2014
- Renting Homes (Wales) Act 2016
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Directly from you when you contact us
- Your previous landlord
- Any other Local Authority for where you have lived previously
- Any agencies who have been providing you with support
- Internal Council departments such as Council Tax, Housing Benefits, Social Services
- Home Office.
- Police
- Probation Services
Who we share personal data with
We may share the personal data with the following key organisations
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
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Who
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Purpose
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Internal Council departments
- Housing Benefit
- Council Tax
- Social Services
- Education
- RCT Social Letting Agency
Government agencies
- The Department of Work and Pensions
- Local Health Boards
- The Police
- Probation
- Home Office
3rd Party Organisations
- Letting Agencies
- Mortgage Companies
- Landlords
- Housing providers ( inc but not limited to Trivallis, Hafod, Beacon, Aelwyd)
- Support providers (inc but not limited to Trivallis, Hafod, Llamau, Platfform)
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Information is shared to provide you with support, advice and to confirm your eligibaility for housing assistance.
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Data Processors
A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.
The categories of data processors we use for the purpose of [enter purpose] is/are;
- IT Suppliers
How long we retain the personal data
We retain the personal data contained within housing records for:
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Length of time
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Reason
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Housing Records and associated documents are kept for 7 years from the acceptance of housing support.
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Data will be retained for 7 years, in line with the requirement for housing partners to store all information related to property allocations for the same duration. As the allocation process originates within the Abritas (Civica) system, all associated data must also be retained for this full 7‑year period to ensure compliance and maintain a complete and auditable record of allocation decisions.
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In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period Information that has no long term or evidential value is routinely destroyed in the normal course of business.
Your data protection rights
The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.
Click here for further information on your information rights and how to exercise them.
Your right to make a data protection complaint to the Council
You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.
You can do this by contacting us directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : Homelessness@rctcbc.gov.uk
By telephone : 01443 495188
In writing : Housing Solutions, Sardis House, Sardis Road, Pontypridd, CF37 1DU
Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.
Your right to make a data protection complaint to the ICO
You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.
The ICO can be contacted:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk