Privacy statement
Privacy Notice for Home Point and Housing Solutions Services
Home Point is a choice based lettings scheme in partnership with Herefordshire Council and the main housing associations who have properties to rent across Herefordshire. Home Point provides a one-stop solution for people seeking housing and manages Herefordshire’s Housing register, also known as the housing waiting list. Housing Solutions is built up of a team to support housing needs across our county.
Information Held About you
Data collected will be for the use of this service or function for which the information is being collected. We will use your details to provide you with a service which you or someone else has asked us to provide. We will also use your personal details for purposes of crime prevention and crime detection and/or when required by law and will share it with public bodies for that purpose.
In order to provide housing solutions and Home Point services to you, it is necessary for us to collect and hold personal information about you. This information will include:-
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Contact information: Name, address, email, phone numbers
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Identification Information: Date of birth, National Insurance number and other government issued identification documentation
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Housing Information: current and previous addresses, housing preferences, household composition, referrals to relevant individuals/agencies, income and employment details
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Financial information: Bank account details, financial history, council tax and benefits information
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Medical information: medical records/mental health care plan
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Usage information: Information about how Home Point is used, including IP addresses, browser type and activity/case management activity
Who is processing my data?
All personal data held, is processed in accordance with data protection law. The Data Controller for the information outlined in this privacy notice is Herefordshire Council.
Home Point and Housing Solutions work in partnership with Hoople Ltd, Home Connections (the providers of the computer system) and housing associations across the county to advertise and let affordable homes for rent. They are the Data Processors who will process your information on behalf of the council.
How will we use the Information we hold about you?
We will collect information about you (where applicable)
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What is the legal basis for us to process your data?
The legal basis for processing the data is
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your consent, which you can withdraw at any time by notifying us
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carrying out of a contract to which you are a party
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our legal obligation under Government legislation Part 6 and 7 of the Housing Act 1996
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in the public interest or in the exercise of official authority
Due to the statutory duties, the data provider must understand that to get the support, advice and guidance to meet their needs it is a requirement.
Who we will share your information with
We may share your information with partner organisations, this is in order to process your application and will allow you access to other services which can provide support, advice and guidance. This will include internal departments within Herefordshire council as well as external partners and organisations, including -
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Subject to strict agreements describing how it will be used, your information may also be shared with some organisations. The main organisations we share with are as follows:
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We will not normally share your information with organisations other than our partner organisations without your consent, however, there may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.
How Long do we Keep your Records
We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for 7 years. All information will be held securely and destroyed under confidential conditions.
Your rights
You have a number of rights under data protection law, including the right to request your information and to request that the information be amended or erased if incorrect.
To request your records, you will need to put your request in writing and provide proof of identification to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or via email, [email protected]
You also have a right to make a complaint about our handling of your personal data to the Information Commissioner’s Office https://ico.org.uk/
Providing Accurate Information
It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible so that we can update your records.
Further information
If you have any questions or concerns about how your information is used, please contact the housing solutions or home Point team in the first instance. You can also contact the Data Protection Officer, at Herefordshire Council, Plough Lane, Hereford HR4 0LE, telephone (01432) 260616, email: [email protected]
More information about data protection and how it applies to you can be found on the Information Commissioner’s Office website at https://ico.org.uk/
Privacy Notice, 29/08/24