Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of the Housing Benefit scheme.
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 administering the Housing benefit scheme
This notice should be read in conjunction with;
- The Council’s corporate privacy notice
The Data Controller
The Council is the data controller for the personal data processed for the purposes of administering the Housing Benefit scheme.
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 the Revenues and Benefit department.
By email : firstname.lastname@example.org
By telephone : 01443 425002
In writing : Financial Services Division, Ty Oldway, Porth CF39 9ST
Who we are what we do
As a Council, we administer the Housing Benefit (HB) scheme on behalf of the Department for Work and Pensions (DWP). We hold certain information about you, which we use to collect and recover payments. This includes the need to process your information to contact you, to make HB and Discretionary Housing Payments to you and recover any overpaid HB from you. Further information about how we use your personal data is provided below.
Whose personal data we process
We may process personal data relating to the following individuals to administer the HB scheme;
- Past and present residents who have made applications for HB to the Council.
The categories of personal data we process
We may process the following categories of personal data to administer the HB scheme;
- Contact details, including name, address, telephone numbers and email address.
- Household and income details.
- Financial information such as evidence of savings and bank accounts etc.
- Employer and salary details
- National Insurance Number and Date of Birth
- Information of your entitlement to HB – period, amount awarded etc.
- Tenancy details – period of your tenancy, your rental agreement etc
- Income details of Non-dependants listed on HB claims E.G. Employed Adult living with you.
Why we process the personal data
We process the personal data to administer the HB scheme. This may include but is not limited to the following activities;
- Verify the information you have provided on your application
- Assess your claim
- Review your claim
- Send you correspondence
- Send you HB payments
- Recover any overpayment of HB from you
- Identify and detect fraud
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to Administering HB scheme is;
- Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Social Security Administration Act 1992
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Information provided directly by you for example on an application form or through correspondence with us.
- Information from the Department for Work and Pensions (DWP) where they notify us directly of a change in your social security benefit entitlement.
- Information from Her Majesties Revenue & Customs (HMRC) for example your level of earnings
- Information generated by us during our dealings with you and when we calculate your entitlement.
- Information from other Council Services such as council tax to ensure awards of HB are accurate
- Information from landlords To help administer your claim
- Information from Employers to validate earnings levels
Who we share personal data with
We may share the personal data with the following key organisations to administer the HB scheme;
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
The Cabinet Office
For the purposes of the National Fraud Initiative
His Majesties Court Services
For the purposes of dealing with appeals
The Department for Work and Pensions
For the purposes of administering HB
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 administering the HM scheme are;
- Banking Automated Clearing Service (BACS) – to administer direct debit instructions and payments
- Printing companies – (currently MPS Ltd) to print, pack and post housing benefit documents.
- Software providers – (currently Capita Software Services Ltd) to maintain our housing benefit systems.
- Data analysis – (currently Datatank Ltd) – for purposes of reviewing entitlement to discounts and reliefs.
- Where a customer may be experiencing difficulties in paying their rent and apply for a Discretionary Housing Payment, we can share your details with the Council’s Supporting People team who may be able to support you, but only where we have had your consent to do so.
- Such as Landlords, letting agents etc
How long we retain the personal data
We retain the personal data contained within Housing Benefits records for:
Length of time
7 years from application
For administration purposes and statutory requirement as set out in the Housing Benefit Act
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 the Revenues and Benefits department directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : email@example.com
- Telephone : 01443 425002
- In writing : Financial Services Division, Ty Oldway, Porth CF39 9ST
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.firstname.lastname@example.org.
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