Disabled facilities grant service privacy notice

This page explains how your information will be held about you and processed by the Private Sector Housing Team. You can also find out about the General Data Protection Regulationsand Data Protection Act 2018

This page contains information about:

  • Who we are
  • Why we collect your personal information
  • The legal basis for using your information 
  • Who we may share your information with
  • How you can access the information we hold about you
  • How long we keep information about you
  • Further information and Data Protection Officer

Who we are

Borough of Poole will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details. As the Data Controller, Borough of Poole will use your information to provide you with our services. 

Why we collect your personal information

We will collect enough personal information in order to process your application for a Disabled Facilities Grant. We will only collect the personal data needed in order 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 legal basis for using your information 

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, 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 Disabled Facilities Grant application without the personal data you provide us with.

There are a number of legal reasons why we need to collect and use your personal information. For this service the following apply:

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.

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. 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 

We will take extra care of this data. The legal reason for us to collect and use this personal information is:

  • it is necessary to deliver health or social care services or it is necessary to protect public health

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
  • Stour Valley & Poole Partnership
  • Department for Work and Pensions
  • The Cabinet Office

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

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request. 

Borough of Poole will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as:

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (e.g. information from the Police or Department for Work & Pensions)

You may also ask us to

  • stop processing your information if this causes or might cause damage or distress
  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (e.g. using computers to decide on an entitlement)
  • amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed
  • transfer your information electronically to another service provider
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

From the date that the grant is certified your information will be retained for 5 years, if the grant allocation is less that £5,000 in line with the grant conditions. If the grant allocation is greater than £5,000 then your information will be retained for 10 years. Any grants processed that include a personal contribution from the applicant/s will also be retained for 10 years. 

Further information 

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below: 

Private Sector Housing Team
Housing & Community Services
Borough of Poole 
Civic Centre 
POOLE 
BH15 2RU 

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data Protection Officer Vivian Bateman, can review any issues regarding Information Rights legislation if necessary. The Data Protection Officer can be contacted at the address below:

Data Protection Officer
Bournemouth & Poole Information Governance Team 
Bournemouth Borough Council 
Town Hall
Bournemouth
BH2 6DY

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.ukor by telephone 0303 123 1113.

Page last updated: 19 September 2018
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