Website and telephone payments Sunday 19 May
Our website and telephone payment systems are unavailable between 9am and 2pm on Sunday 19 May. You will not be able to pay for any council services on our website or over the phone during this time.
This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.
North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). The housing service is responsible for the management of rental accommodation (including social housing) and the administration of lettings for current tenants across the district. This also includes the licensing of traveller pitches.
This service involves the allocation of council accommodation, including assessment of applications via the North Yorkshire home choice, sub-regional choice-based lettings system; the monitoring and recovery of rents due in relation to housing accommodation and garage accommodation, together with charges applied for supported housing.
A tenancy relations service is also provided in relation to tenancy related issues and breaches of accommodation. A repairs and maintenance service is also provided to all council tenants with an in-house repairs team providing the reactive repair service, supported by external contractors in relation to specialist roles for instance, Asbestos removal. In accordance with prevailing legislation, we provide Fire Safety Assessments which includes inspections of communal areas and actions undertaken where necessary.
The council has appointed Veritau to be its data protection officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
To manage your tenancy and associated accommodation, the council processes the following categories of personal data for the tenant / licensee and household members:
We may also need to process the following types of special category information:
In certain circumstances, we may also process information relating to criminal convictions or offences to enable ongoing risk assessment and staff and resident safety.
We process your information for the following purposes:
In addition to the information, we collect directly from you, within the council, we may also receive information from the following parties:
Externally to the council, information may be received from.
Internally within the council, we will share information with the following areas:
Externally to the council, we may share information with the following organisations:
Data held |
Retention period |
---|---|
Tenancy information |
Lifetime of tenancy and then a further 6 years |
Financial records |
Lifetime of tenancy and then archived on IT system indefinitely. |
Repairs information |
Lifetime of tenancy and then archived indefinitely (held on the system to show repairs/maintenance undertaken on the property) |
North Yorkshire Home Choice – Applications |
Lifetime of application. Held on system indefinitely to enable re-application with existing reference. However, if no application made within seven years the details are anonymised. Any documents held on the system are automatically removed after seven years, even if the application is active. |
North Yorkshire Council relies on the following lawful basis to process your personal data:
When processing criminal conviction data, processing meets schedule 1, part 2 of the data protection act 2018 as below:
When processing special category data, the council will rely on the following lawful basis:
UK GDPR Article 9 (2) (g) – processing is necessary for reasons of substantial public interest with processing meeting schedule 1, part 2 of the data protection act 2018 as below:
The legislations, policies and guidance that relate to this service includes, but is not limited to:
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.