Communities Privacy Notice

When you contact us we may ask you for your personal details and the personal details for your household. This means we need to provide you with certain information which explains what happens with your information.

If you are a landlord working with the Council in relation to the Government schemes which support refugees and Afghan citizens we will ask for details relating specifically to your property.

Who we are and what we do

The Council is a data controller under the data protection legislation as we collect and process personal information about you in order to provide services for communities and meet our statutory and regulatory obligations.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

What personal data we may collect from you

• Basic information such as address, telephone number, email address
• Details about your household composition, income, allowances, savings and investments including those of your partner and any dependents
• Any other information, such as medical evidence, proof of identification or any other information
• Special personal data which includes dates of birth, underlying health conditions, religion, ethnic origin, disability and sexual orientation.
• Details of family members living with you.

Why we need your information and how we use it

The Council has to collect personal information from individuals to enable us to perform the tasks that we carry out in the public interest, in the exercise of our official authority and in the substantial public interest, that we in terms of:

• Identifying housing and supporting families and landlords within Government schemes which support refugees and Afghan citizens
• Taking bookings, complaints and compliments from customers registered to use the UBUS community transport service, and sending any relevant UBUS correspondence
• Providing information about meetings and events to members of Senior Citizens Action Network (SCAN) groups

We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you.

We only keep information for as long as we need it for the purposes for which it was processed. Your information will be kept in accordance with our retention policy.

Who your information may be shared with (internally and externally)

We may share some information with other organisations or contact them for further information about your household, or refer you to for further support will depend on your personal circumstances, but may include:

• Other departments within the district council (e.g. Housing Benefits, Council Tax, Housing Advice, Private Sector Housing)
• Other public authorities and public partnerships (e.g. councils, schools, NHS providers, G.P's and other health providers, Police, government departments etc.)
• Commercial organisations, voluntary & community sector and other non-commercial sector organisations that help us deliver services
• Registered Housing Providers, housing charities and private landlords and letting agencies.
• Businesses that we contract with to help us deliver services

How you can access, update or correct your information

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of our records free of charge, within one calendar month. You can do this by emailing data.protection@stratford-dc.gov.uk or by writing to us at:

Information Governance Department, Stratford-on-Avon District Council, Elizabeth House, Church Street, Stratford-upon-Avon, Warwickshire CV37 6HX.

The accuracy of your information is important to us to be able to provide relevant services more quickly. If you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email socialinclusion@stratford-dc.gov.uk or write to us at:

Communities Team, Stratford-on-Avon District Council, Elizabeth House, Church Street, Stratford-upon-Avon, Warwickshire CV37 6HX