This Privacy Notice is designed to help you understand how and why Specialist (People), Private Sector Housing processes your personal data. This notice should be read in conjunction with the Council’s Corporate Privacy Notice.
Who are you?
Ryedale District Council is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR).
We have appointed Veritau Ltd to be our Data Protection Officer. Their contact details are:
| Information Governance Office Veritau Ltd County Hall Racecourse Lane Northallerton DL7 8AL DPA@ryedale.gov.uk // 01609 53 2526 |
What Personal Data of mine do you collect?
We will need to use and collect your personal data and special category personal data. This will include, names, addresses, dates of birth, medical information, financial information, contact details, family and household information and equality data.
What is the purpose of collecting my Personal Data?
The data is used to assess:
- Our duties towards you under the Housing, Health and Safety Rating System
- Services provided under The Housing Act 2004.
- Services provided under Deregulation Act 2015
- Services provided under Housing and Planning Act 2016
- Services provided under the Local Government (Miscellaneous Provisions) Act 1976 and 1982
- Services provided under Public Health Acts 1936 and 1961
- Services provided under Homeless Reduction Act 2018
- Services provided under The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002.
- Services provided under the Housing Grants, Construction and Regeneration Act 1996.
- Services provided under the Caravan Sites and Control of Development Act 1960
- Services provided under the Mobile Homes Act 2013
- Energy Efficiency data under the Home Energy Conversation Act 1995 and the Energy Act 2011
- Including Regulations and Orders made under the Acts.
- Managing Gypsy and Traveller site, Tara Park
- To assist with the planning of new and reviewing of current services
Who do you share this data with?
In order to provide the best possible service the development may need to work jointly with third party organisations. Access to your personal data may be made available to these organisations when necessary in order to complete their work and assist us in our duties. If the department uses a third party organisation it will always ensure that a data sharing agreement is in place which protects the security of your data. The department will only share your personal data where this is a requirement to ensure a bespoke service is offered to you.
The sharing of your data with third party organisations would be to assist in providing grants and Loans, Disabled facilities Grants, Well-Being and Handyperson Service and Choices4Energy through the White Rose Home Improvement Agency, dealing with complaints regarding disrepair and enforcement, compiling public registers and the issuing of Caravan Site and Houses in Multiple Occupation licences, the provision of Energy Efficiency services and the reduction of Fuel Poverty.
Data will also be shared with third party organisations for the prevention of crime and to safeguard children and adults at risk.
We may share your data with the following internal Service Areas:
- Revenues and benefits
- Community safety for the prevention of crime
- Council tax
- Legal services
- Community Team
- Ryecare
Where necessary, we may share your personal data with the following external organisations:
- Other Local Authorities
- Housing Providers and Landlords
- White Rose Home Improvement Agency
- Yorkshire Energy Solutions
- Homes and Loans (Sheffield City Council)
- Immigration Service
- Health & Adult Services or Children’s and Young People’s Services (North Yorkshire County Council)
- Fire service
- Warm & Well in North Yorkshire
- North Yorkshire Police
- Hospitals and GP services
How long do you keep this data for?
| Data held | Retention period |
| Landlord Improvement Loans/ Grants | 6 years |
| Property Improvement Loans | 6 years |
| Housing Standard Complaints and Disrepair notices | 6 years |
| HMO Licensing files and Public register | 6 Years |
| Tara Park, tenancy files | 6 years |
| Scanned ID documents | 6 Years |
| Data reports | 6 Years |
What is your legal basis for processing this data?
Lawful basis for processing personal data under Article 6 GDPR
The processing is necessary for this reason:
Processing is necessary for compliance with a legal obligation to which the controller is subject;
Processing is necessary in order to protect the vital interests of the data subject or of another natural person;
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
Additional condition for processing special category data under Article 9(2) GDPR
Special category personal data may be processed if:
Processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;
The DPA 2017 will provide a lawful basis to process criminal offence data (as required by Article 10 GDPR).
For more information about how we use your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.