Skip to content
Menu

Housing and Estate Management Privacy Notice

The UK Data Privacy legislation, give individuals the right to be informed about how organisations use their personal data. This information is provided in the form of a Privacy Notice.

Newark and Sherwood District Council is registered as a Data Controller under the Data Protection Act 2018 (registration number: Z4973840).

Who are we?

Housing and Estates Management business unit manage a large number of properties, consisting of a mix of General Needs, Supported Housing and Housing with Care Scheme properties.

The team also manage a waiting list of applicants for allocation of council housing.

Housing Options works with households who are eligible and are either homeless or threatened with homelessness. The team manage temporary accommodation placements for the Council, which is provided to households assessed as in need of it.

The team work hard to help tenants sustain their tenancies and give tenants opportunities to get involved via Local Influence Networks, which help to shape future services.

Housing with Care allows older and vulnerable people to continue to live independently with access to round the clock care and support.
Housing and Estate Management works closely with other council business units to form a cohesive Council approach to its tenants.

The type of personal information we collect

We currently collect and process the following information:

  • name(s)
  • contact details including telephone number, postal address and email address
  • date of birth
  • National Insurance number
  • copies of documents for identification such as passport, driving licence, bank statements, birth certificate, letters from DWP
  • proof of citizenship status or eligibility to live permanently in the UK
  • household data (details of who you live with)
  • advocate and/or Next of Kin details
  • reason why you have contacted us
  • record of contacts that we have had with you
  • details of your current accommodation
  • housing needs and any risk factors that need to be taken into account
  • financial information (rent arrears, bank account details)
  • information you may have shared with us voluntarily
  • record of non-criminal anti-social behaviour
  • tenancy chronologies
  • references from previous landlords
  • details of any social care involvement
  • characteristics (such as language)
  • live incident data from lone working devices

The information we collect and process about you may include the following special categories of personal data:

  • physical or mental health – relating to your application and your tenancy
  • details of your GP and other people providing professional support
  • race or ethnic origin – (optional and relating to equal opportunities monitoring of your application for tenancy)e
  • religious beliefs - (optional and relating to equal opportunities monitoring of your application for tenancy)
  • sex life or sexual orientation - (optional and relating to equal opportunities monitoring of your application for tenancy)

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you as the customer when we communicate with you. The information we hold, has been provided by you during telephone calls, emails, online enquiry forms and face to face conversations.

We may also use/hold information provided by other council business units and partner agencies, where this is directly related to your enquiry.

How we use the information

We use the information that you have given us in order to:

  • process your application for the Housing Register
  • process your homelessness application
  • facilitate the allocation of housing
  • manage your tenancy
  • to provide housing options advice and to help seek a solution to housing needs
  • Administrate Housing with Care Scheme
  • investigate complaints and respond to breaches of the tenancy agreement
  • facilitate resident involvement
  • ensure lone working staff are supported in their roles and have access to lone working devices

Who we may share your information with

We may share this information with:

  • internal departments at NSDC
  • other Local Authorities
  • housing Associations/Providers
  • registered social housing providers and other landlords
  • mortgage providers
  • mental health services
  • schools
  • Central Government
  • Department of Work and Pensions
  • Youth Offending Service
  • Probation Service
  • Women's Aid
  • Equation
  • job centres
  • voluntary Sector support / advice organisations
  • immigration services
  • Adult Social Care / Children Services
  • Gypsy, Romany & Traveller Liaison
  • Nottinghamshire Fire and Rescue
  • Police
  • DASH Services
  • external auditors and regulators
  • Cabinet Office to take part in the National Fraud Initiative
  • General Practitioner’s (GPs) 
  • nominated third party – with your consent
  • legal entities

The council has a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud and for the exercise and defence of legal claims. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.

The law we use to process your personal information

We need to process your data in order to ensure that the services we are providing meet our statutory and legal obligations, are fit for purpose, efficient and effective. Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the lawful bases we rely on for processing this information are:

6(1)(a) Your consent. You are able to remove your consent at any time. You can do this by contacting [contact details]

6(1)(c) We have a legal obligation.

6(1)(e) We need it to perform a public task.

When we collect special category data, we also rely on the following lawful basis:

9(2)(a) Explicit consent has been provided (information in relation to special category data, for example, health information, if this is relevant to your feedback). However, you are able to remove your consent at any time. You can do this by contacting privacy@newark-sherwooddc.gov.uk 

9(2)(b): Compliance with social protection law obligations

9(2)(g) Public task where the Council has a specific purpose under UK law.

Statutory legislation

  • Allocation of Housing (England) Regulations 2000 SI2000/70
  • Prevention of Social Housing Fraud Act 2013
  • The Housing Act 1985, 1996 and 2004 
  • The Prevention of Social Housing Fraud Act 2013 
  • The Homelessness Act 2002 
  • The Homelessness Reduction Act 2017 
  • The Housing and Regeneration Act 2008
  • The Care Act 2014 
  • The Children Act 1989 
  • Housing and Planning Act 2016 
  • The Localism Act 2011
  • Social Housing Regulation Act 2023

How we store and how long we keep information about you

Your information is securely stored.

We will hold your personal information in line with the Council’s retention schedule. At its expiry date the information will be reviewed, and only retained where there is an ongoing requirement to retain for a statutory or legal purpose. Following this your personal information will be securely destroyed. For details of retention time frames please contact privacy@newark-sherwooddc.gov.uk 

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. We may not be able to agree to erasure, if this occurs we will explain why your request has not been actioned.
  • your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. For example, if you think we are processing your data unlawfully, you can request that any processing is suspended whilst this is investigated.
  • your right to object to processing - You have the 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 privacy@newark-sherwooddc.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 at  privacy@newark-sherwooddc.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

Helpline number: 0303 123 1113

ICO website.