Cardiff Council provide management and support services for supported accommodation in partnership with Wales and West Housing Association.
Cardiff Council will be a joint Data Controller with Wales and West Housing Association for the purpose of the data collected as part of this arrangement.
All data is processed in accordance with the GDPR and Data Protection Act 2018.
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 personal data we hold, and how we obtain it
During our involvement with you, we collect a variety of information from you and our partner Wales and West Housing Association. These include but are not limited to:
- Name, address, and date of birth.
- Rent account and sub account information.
- Tenancy management information (e.g. any incidents of anti-social behaviour, any tenancy sanctions in place.
- Relevant personal information that will enable us to provide you with the necessary support, advice or assistance in the future management of your tenancy.
- Any other information held by Wales and West Housing Association which is deemed necessary to share.
- Your needs and circumstances.
- A record of advice and guidance provided to you by our staff.
- Information provided by other services working with you, e.g. partner organisations, health services, support workers, social workers and other agencies.
How we will use your personal data
We will use this information to make sure that:
- Staff working with you have accurate, up to date information to help decide the best possible advice or support for you.
- There are accurate records when we review your personal circumstances.
- Any concerns can be properly investigated if you have a complaint.
How long we keep your personal data
Your Personal data will only keep your personal data for as long as we need to in order to fulfil the purpose(s) for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive, unless we elect to retain your data for a longer period to comply with our legal and regulatory obligations.
More details can be found on the
Council’s retention schedule.
Our lawful basis
Our lawful basis for processing your personal data 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.
Who we will share your information with?
In order to provide this service to you, we will share your information with:
- Wales and West Housing Association
- Other Cardiff Council services and departments
- External services including the health service, probation service, police and prison service
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 rights
As a data subject, you have the right to access copies of your data and rectify any incorrect or out of date data.
In limited circumstances you may be able to request the erasure of your data, restrict the processing of your data and object to the processing of your data.
Withdrawing consent
During the process of finding you accommodation the lawful basis we rely upon is consent. Therefore, you can withdraw your consent at any time during this stage.
However, once accommodation has been allocated the lawful basis becomes contract and you are no longer able to withdraw your consent at this stage.
To withdraw your consent, please contact tenancymanagement@cardiff.gov.uk.
Other privacy notices
Please contact the Data Protection Officer for further information.
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
Further Information