Housing services

Your privacy and the protection of your personal information is very important to us and we are committed to robust compliance with the General Data Protection Regulation and the Data Protection Act 2018.

These privacy notices explain what we do with your personal information, your rights and how we protect it.

These notices are for all our service users and clients. This version of the notice was adopted in November 2020 and will be kept under review.

Who we are?

Maidstone Borough Council
Maidstone
Kent
ME15 6JQ

Phone: 01622 602000
Email: Data Protection Officer

You can find us in the Information Commissioner’s register of organisations.

Bookings of temporary accommodation

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Ethnicity
Religion
Sexual orientation
Health and disability data
Criminal background
Financial information
Court proceedings
Employment
Details of family members
Social services involvement
Children’s school

Keeping your personal information

In line with our record retention schedule, records relating to the bookings of temporary accommodation occupants will be kept for 6 years.

Our legal basis for using your information is:

Legal obligation

Sharing personal information

Where necessary we will share your personal information with third party service providers, who are under contractual obligation to protect your data including:

Temporary accommodation providers

Healthy living referrals

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Ethnicity
Religion
Sexual orientation
Health and well being
Financial/housing information
Date of birth
GP surgery

Keeping your personal information

In line with our record retention schedule, records relating to healthy living referrals will be kept for 1 year.

Our legal basis for using your information is:

Official authority/public task

Sharing personal information

Where necessary we will share information where required to by law or in the public interest, with other statutory service providers:

Kent County Council – One You Kent

Hospital discharge

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Health/Disability
Financial information
Court proceedings
NHS number
GP details
Next of kin details

Keeping your personal information

In line with our record retention schedule, records relating to hospital discharges will be kept for 6 years.

Our legal basis for using your information is:

Legal obligation.

Sharing personal information

Where necessary we will share information where required to by law or in the public interest, with other statutory service providers:

Involve Kent

Applications for Disabled facilities grants

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Health/Disability
Financial information
Employment
NI number
Type of adaption

Keeping your personal information

In line with our record retention schedule, records relating to applications for Disabled Facilities Grants will be kept for 10 years after the grant is issued.

Our legal basis for using your information is:

Compliance with a legal obligation.

Sharing personal information

Where necessary we will share your personal information with third party service providers, who are under contractual obligation to protect your data including:

Contractors

Where necessary we will also share information where required to by law or in the public interest, with other statutory service providers:

Landlords
Health professionals

Change of circumstances for Housing register applicants

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Ethnicity
Religion
Sexual orientation
Health and disability data
Criminal background
Financial information
Court proceedings
Employment
Details of family members

Keeping your personal information

In line with our record retention schedule, records relating to housing register applicants will be kept for 7 years from the end of the service.

Our legal basis for using your information is:

Legal obligation

Sharing personal information

We do not share this information.

Complaints about housing

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Health/Disability
Age

Keeping your personal information

In line with our record retention schedule, records relating to provision of complaints about housing will be kept for 6 years from the end of the service.

Our legal basis for using your information is:

Compliance with legal obligation.

Sharing personal information

Where necessary we will share your personal information with third party service providers, who are under contractual obligation to protect your data including:

Contractors

Where necessary we will also share information where required to by law or in the public interest, with other statutory service providers:

Landlords
Social workers

Direct lets

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Health/Disability
Financial information
Employment

Keeping your personal information

In line with our record retention schedule, records relating to applications for direct lettings will be kept for 7 years from the end of the service.

Our legal basis for using your information is:

Compliance with a legal obligation.

Sharing personal information

Where necessary we will share information where required to by law or in the public interest, with other statutory service providers:

Housing associations

Homelessness approaches

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Ethnicity
Religion
Sexual orientation
Health and disability data
Criminal background
Financial information
Court proceedings
Employment
Details of family members
Social services involvement

Keeping your personal information

In line with our record retention schedule, records relating to homelessness approaches will be kept for 7 years after closure of case.

Our legal basis for using your information is:

Compliance with a legal obligation.

Sharing personal information

Where necessary we will share your personal information with third party service providers, who are under contractual obligation to protect your data including:

Temporary accommodation providers
Support agencies
Housing associations

Houses of multiple occupation

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Criminal background

Keeping your personal information

In line with our record retention schedule, records relating to houses of multiple occupation will be kept for 6 months after the property is no longer licensed.

Our legal basis for using your information is:

Compliance with a legal obligation.

Sharing personal information

This information is publicly available upon request.

Management of temporary accommodation occupants

Open

What types of information do we collect from you?

Name
Address
Phone number
Email address
Gender
Ethnicity
Religion
Sexual orientation
Health and disability data
Criminal background
Financial information
Court proceedings
Employment
Details of family members
Social services involvement
Children’s school

Keeping your personal information

In line with our record retention schedule, records relating to the management of temporary accommodation occupants will be kept for 6 years.

Our legal basis for using your information is:

Official authority/public task.

Sharing personal information

We do not share this information.

We will use your information to:

Provide you with services.
Retain a record to permit us to audit and quality assure those services.
Contact you for user satisfaction surveys.
Plan and manage our services and to meet the requirements of external regulators.
Give you a better experience on our website and to improve the relevance of online advertising you see. Please see our Privacy Statement.
Keep visitors and colleagues safe and secure, we also use CCTV at our premises which records images.

Automated decision making

There are no automated decisions in this process.

Your rights over your personal information

Access – you can request copies 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.
Limit processing – how it is going to be used in the future.
Right to object - you have the right to object to how your data is being used

Find out more information on the ICO website.

Staying in touch

We want to keep in touch with clients and service users to tell you about our services, by post, email, text or social media.

We will not do this if you opt-out or object, and you can change your mind at any time. Just get in touch using the contact details at the top of this notice or unsubscribe within any of our awareness-raising communications.

We will not use your personal information to send you marketing communications by email or text without your consent.