What we need and why
The council is the ‘Data Controller’ of the personal data you provide to us. We only collect personal data about you which we need to allow us to process your application for housing on our Common Housing Register and meet our legal responsibilities under housing and homeless legislation.
This will include your name, gender, date of birth, ethnic origin, residency status, National Insurance number and contact details.
We may ask you for financial information if you have indicated on your application that you may have difficulty paying your bills carer/relatives or if you are participating in our rent deposit guarantee or private rented guarantor scheme.
We will ask you for information about your carer or relatives if it is required to support your application for housing in Angus.
We may ask you for information about any physical or mental health conditions or support needs to ensure we have an understanding of your housing needs and to give you appropriate information and advice on your suitable housing options.
We may contact any social work or health professionals as considered necessary to ensure that a full assessment of any extra housing needs on medical, care or support grounds can be made.
We will ask you about any criminal convictions you have to meet legal and public protection obligations we have when processing your application.
We will ask your landlord for a reference if you’ve been a tenant at any time in the past three years to find out if: you owe any money, you have acted in an anti-social manner; or if your landlord has taken any formal action against you as a result of you breaching your tenancy conditions.
We may suspend your application if we receive an unsatisfactory reference.
If you live in a new build property, we will get in touch with you to ask you to complete a survey around one year after the property has been built.
If you enter into a tenancy with the council we will, on termination of your tenancy, ask for your heating provider and your new address.
As it may be difficult to hold face to face meetings, due to the Covid pandemic restrictions, an option may be offered to use the WhatsApp social media platform to communicate. It should be noted that this option will be withdrawn once face to face meeting restrictions are lifted. If you consent to communicating with us via WhatsApp no personal or sensitive information will be discussed using the messaging function. If however you agree to a WhatsApp video call you should be aware that personal and/or sensitive information may be discussed (e.g. to gather further information in support of your application for housing). The information discussed during the video call will not be recorded using WhatsApp, the details will be recorded in Northgate or APP (our housing management systems) as would happen if you were to have a face to face meeting with a member of staff. Your mobile telephone number and name will be all that is stored in WhatsApp.
Who we share information with
We may need to pass your information to other people and organisations for the purpose of processing your application, to verify and support your application, for quality assurance purposes, or where we are required by law to do so.
If you present as homeless and/or looking for housing options as a result of a relationship breakdown, a referral will be made to Relationship Scotland who will contact you to offer family mediation or conflict resolution.
If you have asked someone to act for you at Section C of your application for housing, any information about your application will be disclosed to that person. It is your responsibility to advise the Angus CHR processing team of any change.
Your application and assessment information will be shared with the housing providers you selected in section I of your application for housing.
If you have an urgent housing need, we may help you secure accommodation in the private rented sector which would require us to share information about your circumstances with private landlords. We will discuss this with you before we do this, so you know what information we’re sharing and with whom.
If you are participating in our rent deposit guarantee or private rented guarantor scheme we will share the information you provided on your tenant agreement or guarantor agreement with your landlord.
Information you have provided in relation to children in your household may be passed to the council’s education service for use in the provision of services to children.
What we do with it
Your personal information is held on servers within the EEA and processed by our staff in the UK. It should be noted that if you consent to contact via WhatsApp, the data is stored across the world and the security, integrity and confidentiality of data relies solely on the WhatsApp Privacy Shield.
The council maintains data protection controls in line with the General Data Protection Regulation, other data protection legislation and its own Information Security Policy to ensure the effective and secure processing of your personal information.
How long we keep it
If you enter into a tenancy with the council we keep your application information for the duration of your tenancy and for five years thereafter, after which time it will be destroyed.
If your application for housing is cancelled before entering into a tenancy with the council or our partners, we keep your application information and any associated supporting information for six months thereafter, after which time it will be destroyed.
If you participate in our rent deposit guarantee or private rented guarantor scheme we will retain your information for the duration of your tenancy and for one year thereafter.
Please note that you should read this service specific Privacy Notice in conjunction with the council’s Full Privacy Statement.