Disabled facilities grant service privacy notice

Please read the council's general privacy notice as well as this notice.

What we do

Provide services which handle any application for disabled facilities grant. Disabled facilities grant is used towards the cost of providing adaptations and facilities to enable the disabled person to continue to live there. Such grants are given by councils under Part I of the Housing Grants, Construction and Regeneration Act 1996 and the Regulatory Reform (Housing Assistance)(England and Wales) Order 2002.

The purposes we use your personal information for

We will collect enough personal information to process your application for a Disabled Facilities Grant. We will only collect the personal data needed to assess your application and provide this service to you. 

We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to the Council and information which has been shared with us by other organisations.

If we don’t need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name.

We don’t sell your personal information to anyone else.

The personal information we collect and use

We only obtain and use the information we need to provide our services to you.  

  • name and address 
  • telephone Number and or email address 
  • national insurance number and date of birth
  • medical information
  • detail about your household 
  • proof of occupancy or ownership
  • proof of income, savings, capital investments, benefit payments, or passported benefits

We do obtain and use special category information.

This is often information you would not want to be widely known and is very personal to you. It may include:

  • sex
  • sexual orientation 
  • preferred language
  • religion or religious belief 
  • nationality 
  • ethnicity
  • gender 
  • marital status
  • disability 
  • medical conditions
  • map reference for your home 
  • allergy information
  • details of your care plan and who your GP is
  • keyholder and next of kin contact details (name, address, contact numbers)
  • location and access codes to key safes
  • bank details 

The law we use to process your personal information

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 1998, we must have a reason to collect and use your information. 

Disabled Facilities Grants are carried In line with the Housing Grants, Construction and Regeneration Act 1996. We will not be able to assess and process your grant application without the personal data you provide us with.

Statutory legislation

The main legislation that provides us with the statutory basis to deliver our services is: 

The GDPR/DPA conditions we meet

The conditions that we use to process your personal information are:

  • public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
  • contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract with you

Special category personal information

We also use these additional conditions to process your special category personal information. 

  • health or social care: the processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and service
  • contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract with you

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

We may also share your personal information with these organisations:

  • Dorset HealthCare University NHS Foundation Trust
  • South West Ambulance Service
  • Dorset Police and other Emergency Services 
  • Social Services
  • Department for Work and Pensions
  • The Cabinet Office
  • Housing benefits/Council tax 
  • Your chosen agent, surveyor and/or contractor 
  • Your Landlord and/or Managing Agents and neighbours who may have to give access permission 
  • Planning and Building Control 
  • Voluntary service acting on your behalf 
  • Your Solicitor and/or legal representatives 

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.

How long we keep information about you 

We will retain this information for 6 years from the last payment. Where a grant applicant has contributed to works this information will be held and taken into account for any further adaptations for a period of 10 years. 

Where a land registry charge has been placed on a property we will hold this information until the charge has been paid. Where a local land charge has been placed on a property we will hold this information until the charge has been paid up to a maximum of ten years.

Appendix A

Substantial public interest condition

This is a top line summary of the processing that falls within the “substantial public interest” condition, focusing on the areas most likely to apply to the Council – refer to the Act for further details.

Information Commissioner’s Office guidance is currently awaited in respect of the “special category” data conditions. 

In all cases processing of data must be in the substantial public interest. 

  • statutory etc. and government purposes - the exercise of a function conferred on a person by an enactment or rule of law (statutory functions)
  • administration of justice 
  • equality of opportunity or treatment - necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained
  • racial and ethnic diversity at senior levels of organisations
  • preventing or detecting unlawful acts - necessary for the purposes of the prevention or detection of an unlawful act and must be carried out without the consent of the data subject 
  • regulatory requirements relating to unlawful acts and dishonesty, etc. - the processing is necessary for the purposes of complying with a regulatory requirement to establish whether another person has committed an unlawful act, or been involved in dishonesty, malpractice or other seriously improper conduct and, in the circumstances, the Council cannot reasonably be expected to obtain the consent of the data subject to the processing
  • preventing fraud
  • support for individuals with a particular disability or medical condition
  • safeguarding of children and of individuals at risk
  • safeguarding of economic well-being of certain individuals
Page last updated: 04 April 2019
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