Disabled Facilities Grant - Privacy Notice
Who the Council is and what the Council does
The Forest of Dean District Council is a data controller under the Data Protection Legislation (UK General Data Protection Regulation and the Data Protection Act 2018).
This notice explains what personal data (information) the Councils Housing Grant team hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.
Any questions regarding our privacy practice should be sent to:
Data Protection Officer (DPO)
Forest of Dean District Council
Council Offices
Coleford GL16 8HG
Email: data.protection@fdean.gov.uk
Tel: 01993 861194
Why we process your personal information
We use your personal information to:
- provide adaptations and aids in your home
- arrange short term and long-term care solutions
- fully understand your needs
- work with you or your representatives to provide that care, those adaptations and aids
- liaise with agencies, companies and charities on your behalf
- process complaints and compliments regarding the services we have provided
- analyse the service that we are providing through statistical reports output by our computer systems to manage those services we provide to you
- create a secure and comprehensive record of all of the work that we do with and for you
- to train and manage the employment of our workers who deliver those services
The Lawful basis for processing:
We have a statutory function to carry out the above duties under various legislation including the following:
- Consent: the individual has given clear consent for you to process their personal data for a specific purpose
- Legal obligation: the processing is necessary for you to comply with the law
- Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law
Special Category data is subject to additional protections in law, and will always be treated in accordance with those protections.
- Information about your racial or ethnic origin, religious or philosophical belief and your sexual orientation
- Information about health conditions or disabilities that may apply to you
- Information about you and your circumstances
- Information about relevant health and safety concerns
- Information about your needs and wishes
The law allows us to use your information when:
- it is necessary to perform our statutory duties
- it is necessary to protect someone in an emergency
- it is required by law
- it is necessary for employment purposes
- you have made your information publicly available
- it is necessary for legal cases
- it is to the benefit of society as a whole
- it is necessary to protect public health
- it is necessary for archiving, research, or statistical purposes
- you, or your legal representative, have given consent
What type of information is collected from you
In the course of working with you (or with professionals from other agencies who also work with you), we may collect the following personal information when you, relatives and carers, or professionals provide it to us:
- Personal information e.g. your name, address, telephone number, date of birth
- Contact details for members of your family and support network
- Information relating specifically to your individual case.
Information shared internally and externally
In the course of working with you, we may collect information from (or share it with) some of the following third parties (non-exhaustive list):
- Advocates, deputies, legal power of attorney
- housing associations and landlords
- Central government
- Department for Work and Pensions (DWP)
- External providers
- Family members and carers
- Internal teams, such as case management and finance
- Legal representatives, such as solicitors
- Local government ombudsman
- NHS providers, such as GPs and hospitals
- Other professionals
- Care home and domiciliary care providers
How long the Council keep your information (retention period)
The information you provide as part of your request will be retained in accordance with the Council Retention Policy schedules.
The Council has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.
Your information will be disposed of in a controlled and secure manner in accordance with the Council’s destruction Policy.
How the Council protect your Information
All the information the Council collects is stored securely on our IT system and manual filing systems. The Council has strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.
The Council will not transfer your personal data outside the EU without your consent.
The Council has implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
The Council will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Your rights
You have rights under the Data Protection Legislations:
- to access your personal data
- to be provided with information about how your personal data is processed
- to have your personal data corrected
- to have your personal data erased in certain circumstances
- to object to or restrict how your personal data is processed
- to have your personal data transferred to yourself or to another business in certain circumstances
- to be told if the Council has made a mistake whilst processing your data and the Council will self-report breaches to the Commissioner.
How you can access, update or correct your information
The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.
If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.
The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:
Housing Grants team
Forest of Dean District Council
Council Offices
Coleford GL16 8HG
Email: council@fdean.gov.uk
Further information
If you would like to know more about how the Council uses your information, or if for any reason you do not wish to have your information used in any of the ways described here, please tell us. Contact the Data Protection Officer at data.protection@fdean.gov.uk
You can also complain to the Information Commissioner: https://ico.org.uk
The Council reserves the right to update this privacy notice from time to time by publishing a new version on our website.