Housing services

Types of information 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'll share your personal information with third party service providers, who are under contractual obligation to protect your data including:

• Temporary accommodation providers

What personal data is being collected?

We process the following types of personal data:

• Name
• Address
• Email address
• Phone number
• Emergency contact number
• Employment status
• Whether you need financial support
• Date of birth
• Gender
• Housing situation
• Answers to Motivational Interviewing and goal setting
• Signposting to other support agencies
• Preferred method of contact (email/telephone/text)
• Whether you have engaged with the service

We process the following types of special category data:

• Ethnic origin
• Health data (NHS number, height, weight, waist circumference, smoking status, alcohol consumption, level of physical activity, wellbeing, loneliness, diet, body fat, health conditions, disability status, and GP information)
• Marital status

How do we use your personal data?

We use your personal data to:

• Refer you to Healthy Living Services.
• Retain a record so we can audit and quality assure our services, and to inform decision-making about our services.
• Plan and manage our services and to meet the requirements of external regulators.

We also use cookies and other analytic technologies to give you a better experience on our website and to improve the relevance of online advertising you see. For more information, please see our Cookie Notice.

We may also use your personal information to contact you regarding user satisfaction surveys and for staying in touch.

How long do we keep your personal data?

Personal data will be kept for 6 years from the end of the service being provided to you. This is to meet our customer service, accounting, and auditing requirements.

What is our lawful basis for processing your personal data?

Our lawful basis to process your personal data is consent.

Our lawful basis to process your special category data is explicit consent.

Who will your personal data be shared with?

Your personal data will only be shared with other organisations when necessary, and it will always be shared securely. We will only share your personal data if the law lets us, and we always aim to share as little data as necessary.

We share your personal data with:

• Kent County Council – One You Kent
• Maidstone Leisure Centre
• DDM-Health
• AN Computing

We may also share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime.

We will share personal data with our parent department(s) in Central Government in line with statutory functions.

As part of interagency initiatives, and Maidstone Task Force, we may share personal data with our partnership organisations including Kent Police, Kent County Council, One Maidstone, housing associations and voluntary organisations when it is necessary and lawful for us to do so.

Where will your personal data be stored?

We store your personal data in the UK. We don’t transfer your personal data to any other countries, including countries in the EU and EEA (European Economic Area).

Types of information we collect about 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'll share information where required to by law or in the public interest, with other statutory service providers:

• Involve Kent

Types of information we collect about 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'll also share information where required to by law or in the public interest, with other statutory service providers:

• Landlords
• Health professionals

Types of information we collect about 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'll share information relating to a housing register application with Golding Homes if the lead applicant has given us consent to share their information.

Types of information we collect about 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'll share your personal information with third party service providers, who are under contractual obligation to protect your data including:

• Contractors

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

• Landlords
• Social workers

Types of information we collect about 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'll share information where required to by law or in the public interest, with other statutory service providers:

• Housing associations

Types of information we collect about 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'll 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

Types of information we collect about 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.

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.

Types of information we collect about you

• name
• address
• contact details - telephone number and email address
• age
• gender
• employment status
• housing status
• payment method use (card or cash) - card details are not recorded
• dates visited the larder

We also process the following types of special category data:

• health/disability status

How we use your personal data

We use your personal information to:

• provide you with access to the community larder - including membership and attendance
• monitor and evaluate the support that the larder supplies
• monitor health inequalities
• retain a record to permit us to audit and quality assure our services
• plan and manage our services and to meet the requirements of external regulators
• to understand the reasons for using and/or no longer using the community larder

We also use cookies and other analytic technologies to give you a better experience on our website and to improve the relevance of online advertising you see. Please see our cookie notice.

We may also use your personal information to contact you regarding user satisfaction surveys.

Keeping your personal data

Information will be kept until three months after the end of the service being provided to you, to meet our customer service, accounting and auditing requirements.

Anonymised data will be kept for 3 years after the end of the service being provided to you, to meet our customer service, accounting and auditing requirements.

Lawful basis for processing your personal data

In this instance, we rely on the lawful basis of consent to use your personal data.

We rely on the lawful basis of explicit consent to use your special category data.

Sharing personal information

Your personal data will only be shared with other organisations when necessary and it will always be shared securely. We will only share your personal data if the law lets us and we always aim to share as little data as necessary.

We may share your personal data with:

• other departments in Maidstone Borough Council
• Involve Kent
• Kent County Council
• One You Kent
• Citizens Advice
• housing associations

We may also share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime.

We will share personal data with our parent department(s) in central government in line with statutory functions.

As part of interagency initiatives, and Maidstone Task Force, we may share personal data with our partnership organisations including Kent Police, Kent County Council, One Maidstone, housing associations and voluntary organisations when it is necessary and lawful for us to do so.

Types of information we collect about you

• name
• address
• phone number
• email address
• race
• ethnic origin
• health data
• type of issue you're experiencing
• reasons for requiring a referral

Keeping your personal information

Information will be kept on ReferKent for three months after the referral has been made. We will not keep a copy of the referral.

Our legal basis for using your information is

In this instance, we rely on the lawful basis of consent to use your personal data.

We rely on the lawful basis of explicit consent to use your special category data.

If you would like to withdraw your consent, please contact HousingAdvice@Maidstone.gov.uk.

Sharing personal information

We'll share your personal data with the appropriate organisation we're referring you to. We'll only make the referral with your consent.

Your personal data will only be shared with other organisations when necessary, and it will always be shared securely. We'll always aim to share as little data as necessary.

We may also share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime.

We'll share personal data with our parent department(s) in central government in line with statutory functions.

As part of interagency initiatives, and Maidstone Task Force, we may share personal data with our partnership organisations including Kent Police, Kent County Council, One Maidstone, housing associations and voluntary organisations when it's necessary and lawful for us to do so.

What personal data is being collected?

The information that will be shared with Citizens Advice Maidstone is:

• Name
• Date of birth
• Address
• Email address
• Financial data
• Number of children in household and children’s ages (where applicable)
• Tenancy agreement (if relevant to advice)
• Religion or culture (if relevant to advice)
• Support needs (if relevant to advice)
• Disability & health information (if relevant to advice)
• Pregnancy or maternity status (if relevant to advice)
• Frequency of bids on Homechoice and levels of success with bids (where applicable)

Citizens Advice Maidstone will not use this information for any other purposes. For more information, please see Citizens Advice Maidstone Privacy Notice.

The information that we will receive from Citizens Advice Maidstone is:

• Name
• Summary of appointment discussion

Once Maidstone Brough Council receives a summary of appointment discussion from Citizens Advice Maidstone, your information will be processed for the purpose of supporting your homelessness application under Part 7 Housing Act 1996 (as amended).

How do we use your personal data?

We use your personal data to:

• Book appointments with Citizens Advice Maidstone to provide you with support. Please be assured that we will continue to progress your homelessness application in line with our policies if you do not wish for us to refer you to Citizens Advice Maidstone.
• Retain a record so we can audit and quality assure our services, and to inform decision-making about our services.
• Plan and manage our services and to meet the requirements of external regulators.

We also use cookies and other analytic technologies to give you a better experience on our website and to improve the relevance of online advertising you see. For more information, please see our cookie notice.

We may also use your personal information to contact you regarding user satisfaction surveys and for staying in touch.

How long do we keep your personal data?

Personal data will be kept for 7 years from the end of the service being provided to you. This is to meet our customer service, accounting, and auditing requirements.

What is our lawful basis for processing your personal data?

Our lawful basis to process your personal data is consent.

Our lawful basis to process your special category data is explicit consent.

For customers who give consent and receive further support as a result of this, any actions arising will be processed under the following:

Our lawful basis to process your personal data is Task in the public interest - Part 7 Housing Act 1996 (as amended).

Our lawful basis to process your special category data is Substantial public interest - Part 7 Housing Act 1996 (as amended).

Who will your personal data be shared with?

Your personal data will only be shared with other organisations when necessary, and it will always be shared securely. We will only share your personal data if the law lets us, and we always aim to share as little data as necessary.

We share your personal data with:

• Citizens Advice Maidstone

We may also share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime.

We will share personal data with our parent department(s) in Central Government in line with statutory functions.

As part of interagency initiatives, and Maidstone Task Force, we may share personal data with our partnership organisations including Kent Police, Kent County Council, One Maidstone, housing associations and voluntary organisations when it is necessary and lawful for us to do so.

Where will your personal data be stored?

We store your personal data in the UK.

What personal data is being collected?

We will collect:

• name
• date of birth
• address
• energy performance
• eligibility - through income and fuel-poverty criteria
• cost of upgrade

How do we use your personal data?

To provide access to support that will improve homes and reduce energy costs for residents on low incomes.

How long do we keep your personal data?

Personal data will be kept for 7 years from the end of the project (July 2025).

What is our lawful basis for processing your personal data?

Our lawful basis to process your personal data is Task in the public interest.

Who will your personal data be shared with?

Data will be shared with the authority delivering the scheme and installing the equipment. This will be the Cambridgeshire and Peterborough Combined Authority, on behalf of the Secretary of State.

Where will your personal data be stored?

We store your personal data in the UK.