DASH Services - Call Before You Serve - privacy notice

Who we are

Derby City Council is the local government unitary authority for Derby City. Our address is The Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at data.protection@derby.gov.uk

You can contact the department on 01332 640324 or by email at cb4ys@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

Details of information obtained from third parties

We may receive information from the following;

• Other Local Authorities
• Landlords
• Tenants  
• Anyone you give us permission to speak to on your behalf such as housing associations or utility companies.

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply;

• Article 6(1)(a)Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
• Article 6(1)(c) Legal Obligation -Processing is necessary for compliance with a legal obligation to which the controller is subject;
• Article 6(1)(e) 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.

If we have asked for your consent you will be able to opt out any time by emailing cb4ys@derby.gov.uk.

We process all information in accordance with our Legal Obligations and Public Interest arising from the following provisions:

• Homelessness Reduction Act 2017 
• Housing Act 2004
  • Coronavirus Act 2020.
  • The Landlord and Tenant Act 1985
  • Protection from Eviction Act 1977

How is your information used?

We may use your information to:

• Help the Call Before You Serve team and the applicable Local Authority prevent homelessness
• Assess the eligibility & suitability of the Call Before You Serve (CB4YS) service for the service user.
•  To advise the Landlord or Tenant of any partner organisations/agencies which may be able to provide specialist or additional support. (The Call Before you Serve service will not share any data with these agencies directly)
• Protect against fraud and the misuse of public funds.
• Advise the landlord or tenant of any 3^rd parties who may be able to provide further assistance
• Determine if the Local Authority or the Call Before you Serve service has a statutory duty to intervene in the tenancy. For example where the property is in disrepair.
• To assess entitlement to any internal or external funding the landlord or tenant may be entitled too.
• To carry out our professional obligations arising from any visits or information obtained as part of our communication
• To notify you of changes to the CB4YS service.
• To send you communications which you have requested and that may improve your professional develop and prevent future homelessness.

The Council may contact staff, service users, residents and patients with messages relating to Coronavirus by text, phone, letter or e-mail. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the national Information Commissioners Office approach to the current epidemic.

Research and Statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

In order to help relieve homelessness and save tenancies the information you provide may be shared with other professionals who may or may not be involved with you for similar purposes

It also may be shared with:

• your Local Housing Authorities
• Your Landlord
• Your Tenant
• Where we have a statutory duty we may provide access to;
  • Social Services
  • Police
  • Probation Services
  • Landlords, Tenants & Managing / Letting Agents of yours or other properties
  • Department of Work and Pensions

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes without your explicit consent.

What are your rights in relation the personal data we process?

Access – you can request copies of any of your personal information that is held by the Council.

Rectification – you can ask us to correct any incorrect information.

Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.

Portability – you can ask us to transfer your personal data to different services or to you.

Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.

Right to prevent automatic decisions –.you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

N/A.

Under 13

If you are accessing online services and are under the age of 13‚ please ask for your parent/guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical/analytical purposes
• to identify any malicious activity.

Complaints

If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer:

• By post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• By phone: 01332 640763
• By email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• By phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Alternatively, visit ico.org.uk or email casework@ico.org.uk.