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This Privacy Policy has been designed to inform service users about how their personal data is processed by Cardiff Council and their rights in relation to data protection.

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, personal refence numbers relating to your Housing Records.
Information about your personal circumstances, where required by a relevant service.
Financial, employment and benefit information
Demographic data, which can include information about family members and area lived in, where required by a relevant service
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

This information is collected for the purpose of delivering relevant support to you and/or your family.

Where you have provided us with personal data about other individuals, such as family members or dependants, please ensure that those individuals are aware of the information contained within this notice.

How do we obtain your personal data?

We may obtain your personal data in any of the following ways:

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
Live Chat
Completing surveys
Entering competitions
ASB App - to report audio, video, written and photographic evidence of ASB incidents

Why do we need 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
To contact you if you have won a competition

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. When you complete a survey or when you enter a competition
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

Where consent has been relied upon, you can withdraw your consent at any time by contacting [email protected].

Organisations we may share your personal data with

From time to time we will share your personal data with partner organisations and service providers so that they can help us carry out our duties, rights and discretions in relation to the services we provide. Some of those organisations will simply process your personal data on our behalf and in accordance with our instructions. In each case we will only share data to the extent that we consider the information is reasonably required for these purposes.

Any Personal Information we hold will be disclosed, with reasonable purpose to:

Our staff - where the information is vital and required for their work.
The Courts - under the direction of a Court Order.
Welsh Government - in line with statutory requirements or where we administer a scheme on their behalf.
Our partners - strictly in line with agreed procedures and lawfully in compliance with UK GDPR.
NEC - our data processors. View the NEC privacy policy.
Jotform - our data processors. View the Jotform privacy policy.
External Services such as Probation Service, police, prison service, health service.
Talkative. View the Talkative privacy policy.
DocuSign. View the DocuSign privacy policy.
Homeswapper / Swaptracker (MRI).
Registered Social Landlords.
Welsh Water.
Utility Providers and their connected agents.
Aceni Mail and Datagraphic - our hybrid mail solution. View the Aceni Mail and Datagraphic privacy policy.
Case Management Solutions Group Ltd - our data processor. View the ASB App privacy policy.
One Advanced.

In cases involving anti-social behaviour, Cardiff Council may collect and share relevant personal data with third-party agencies, including but not limited to the police, social services, housing associations, and legal representatives. This data sharing is conducted in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and is necessary for the prevention, investigation, and resolution of anti-social behaviour incidents. Only the minimum necessary information will be shared, and all transfers will be subject to appropriate safeguards to protect individuals' privacy rights.

How do we store your personal data?

Your personal data will be safely and securely store on our secure case management system Workflow 360 or Housing I World.

How long wil we retain your personal data?

Your personal data will be retained in line with UK GDPR Article 5 (e) personal data will be retained for no longer than is necessary.

We 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.

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 [email protected] if you wish to make a request.

How to make a complaint and how to contact Data Protection

If you wish to complain about the way your personal data has been processed or if you wish to request any further information around the processing of your personal data, you can do so my contacting Data Protection:

Data Protection Officer

Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW

[email protected]