The types of personal data we process and collect include, but are not limited to:
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
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
This privacy notice was last updated in January 2023.