Community Accommodation Service Privacy Notice

Our core data protection obligations and commitments are set out in the Council’s primary privacy notice. 

This notice provides additional privacy information for

  • Members of the public accessing the Community Accommodation Service
  • Partners (accommodation providers) working with Trafford Council

Purpose

This privacy notice explains the standards that you can expect from Trafford Council

  • When we request, use, or hold personal information (‘personal data’) about you
  • How you can get access to a copy of your personal data
  • How you can complain if you think we have done something wrong

Definitions

Data Controller has the same meaning as defined under Article 4 of the UK GDPR and the Data Protection Act 2018.

Personal data or Personal Information has the same meaning as defined under Article 4 of the UK GDPR and the Data Protection Act 2018.

 The Council’s Data Protection Officer is the data controller for the personal information we hold in Trafford Council. We collect, or obtain, your personal information for the following purpose(s):

  • To assess your situation in accordance with homelessness legislation under Part 7 of the Housing Act 1996
  • To contact you about your situation and the information you have provided
  • To contact third parties with your personal information to request further personal information about you
  • To refer you to third parties and / or other agencies that may be able to help you
  • To make decisions based on your circumstances

Categories of personal data

We only process personal data that is relevant for the services we are providing to you. This includes the following:

  • Name
  • Date of birth
  • Address
  • Contact number
  • Gender
  • Next of kin details
  • Income details
  • Address history
  • Previous agency involvement
  • Details of tenure and landlord details 

Special Category Data

  • Ethnicity details
  • Criminal offence history
  • Medical issues
  • Covid-19 vaccine status
  • Drug/alcohol misuse

Legal basis for processing

Your personal information that we collect is used to help us make decisions about you and your progress.  The legal basis for processing your personal information is:

  • Providing accommodation under the Community Accommodation Service for a maximum of 12 weeks
  • Assisting with facilitation of move-on accommodation.
  • We also advise and assist under the Housing Act 1996 including Part 7, the Homelessness Act 2002, the Homelessness Reduction Act 2017, the Landlord and Tenant Act 1985, the Housing Act 1988, the Housing Act 1996, and the Protection from Eviction Act 1977
  • Article 6 (1) (a) UK GDPR: You, or your legal representative, have given consent
  • Article 6 (1) (e) of UK GDPR Processing is necessary for  the performance of a task carried out in the public interest

Special Category data is processed pursuant to UK GDPR Article 9 (2)(g) – Necessary for reasons of substantial public interest

Consequences if information is not provided

If you do not provide certain information when requested we may not be able to perform the service you require.

Information sharing/recipients

We sometimes need to share the personal information we collect with other organisations. Where this is necessary, we will comply with all aspects of data protection legislation in particular the UK GDPR and the Data Protection Act 2018.

We may share personal information about you with the following types of organisations:

  • Social services and related agencies
  • NHS services
  • Police
  • Probation Service
  • Housing Associations
  • Supported Accommodation
  • Other departments within Trafford Council
  • Private Landlords
  • Department of Work and Pensions
  • Other Local Authorities
  • Housing Options Service Trafford

We will normally tell you before passing your personal information on to others. However, there may be certain circumstances where we would share without consent such as when we are required to do so by law for reasons of public safety, where someone is at risk of harm, or in emergency situations. Only the minimum information for the purpose will be shared and this will be in compliance with data protection laws.

Data retention/criteria 

We will only keep your personal information for as long as the law specifies or, where the law does not specify this, for the length of time determined by our business requirements.

Access to personal information

You can find out if we hold any personal information about you by speaking to your Housing Officer in the first instance. Trafford Council will be able to release some information to you as routine information. 

If your request for information does not fall under the routine release of information, you will then need to submit a Subject Access Request. You can do this by completing an online form or by writing to us. More information about requesting a copy of your personal information.

Automated Decisions

All the decisions we make about you involve human intervention and are not automated.

Rights of individuals

Information about:

  • exercising your rights
  • contacting our Data Protection Officer
  • raising a concern with us, or
  • making a complaint to the Information Commissioner is accessible in our guide on exercising your rights, found on the Council’s data protection internet page

If you wish to complain to the Information Commissioner the contact details are:

Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

www.ico.org.uk

Updates (notice)

We may update or revise this Privacy Notice at any time so please refer back to this page for the most up-to-date version. 

This page was last modified: Wednesday 23 February 2022 11:36