Housing and Communities Privacy Notice

This Privacy Notice has been designed to inform tenants and applicants about how their personal data will be processed by Cardiff Council and it’s Partner Registered Social Landlords.

Why we are providing this notice to you

Cardiff Council require your personal data to perform specific tasks relative to providing housing provision and support services. This notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.

What types of personal data do we process

The types of personal data we process and collect include, but are not limited to:

Contact details, including name, address, telephone numbers and email address.
Identifying information, including date of birth, national insurance number, employee, and membership numbers.
Information about your personal circumstances, where required by a relevant service.
Financial, employment and benefit information
Criminal Convictions
Demographic data
Adoption and Social Services Records
School Records
Caring Responsibilities
Child Care access arrangements
Dependant details
Armed Forces Details
Connection to/employment by a housing association or Cardiff Council
Property Ownership
Tenancy Related Information

We will also process the following special category data:

Racial and ethnic origin
Religious beliefs
Nationality and immigration status
Languages Spoken
Sexual orientation
Your mental and physical health
Marital Status
Gender

How we obtain your personal data

We obtain your personal data from sources including:

Data provided by you on a Housing Application form, Transfer application form, exchange application, or screening form
Data provided by your social worker, carer or doctor
E-mail enquiries
Telephone enquiries
Face to face meetings (with our employees)
Other council departments
Registered Social Landlords

How do we use your personal data?

We may use your personal information for one or more of the following purposes:

To contact you in relation to your tenancy, rent account or repairs
To assess your Housing needs
To assist you in Welfare Advice and financial hardship
To discuss with you any complaints against you or you may have
To update you in relation to any legislation changes

What is our lawful basis for processing your personal data?

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information will generally be one or more of the following:

Consent, where initially collecting your data to provide accommodation.
Contract, once Cardiff Council have entered into an agreement to receive your allocated accommodation.
To fulfil our legal obligations as a Local Authority in line with the Housing Act (Wales) 2014.
To carry out a task in the public interest or in the exercise of official authority in our capacity as a public body.

The organisations we will share your personal data with

We may share your personal data with other departments within Cardiff Council and external organisations we work with.

These may include:

External Services such as Probation Service, police, prison service, health service
Other Cardiff Council services and departments
Xerox - you can view their Privacy Policy
DocuSign - you can view their Privacy Policy
Homeswapper / Swaptracker (MRI)
The Courts
Registered Social Landlords
Welsh Water
Utility Providers and their connected agents
Welsh Government

Sharing your information with other services and organisations

Sometimes we must share personal information without asking the individual. This can happen:

For legal proceedings when a Court Order is made.
If there is a risk of harm or abuse to you or other people.
Where you may be unable to give consent at any time, for example because of a physical or mental health condition.
To assist the authorities with the prevention / detection of crime or the prosecution of offenders, or the assessment / payment of tax.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at IndividualRights@Cardiff.gov.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by emailing dataprotection@cardiff.gov.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone: 0303 123 1113

You can visit the ICO website.

Contacting Data Protection

Please contact the Data Protection Officer for further information.

Data Protection Officer

Information Governance Team

County Hall

Atlantic Wharf

Cardiff

CF10 4UW

E-mail: dataprotection@cardiff.gov.uk

Further Information

For further information please refer to the Council’s Full Privacy Notice.

This privacy notice was last updated in January 2023.

My Neighbourhood

Cardiff Council