Housing and building services

Who do you keep information about?

We keep information about current and former tenants of the Council’s housing stock. Individuals who have applied for Council housing, refugees and asylum families and individuals living in the Borough.

Why do you keep information about me?

We process personal data so we can offer appropriate advice and support to customers. We support customers to find and sustain accommodation throughout the Borough of Darlington. We do this because we have a legal obligation to do so. Our obligation is set out in the following legislation:

  • The Housing Act 1996;
  • The Homelessness Act 2002;
  • Localism Act 2011;
  • Vulnerable Persons Resettlement Scheme 2014;
  • Homeless Reduction Act 2017.

The provision of such personal data is part of a statutory and contractual requirement. It is a criminal offence for anyone applying for housing from a housing authority to knowingly or recklessly give false information or knowingly withhold information which is relevant to a housing application (Section 171 of the Housing Act 1996).

Where we process special categories of personal data, we do so because it is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards.

Who can see my information?

Access to information is restricted to staff dealing with housing income management, housing tenancy management, housing options and choice based letting, planning of housing repairs and maintenance.

How do you store the information you keep about me?

Information is stored electronically on a system called Compass. Some paper records also exist, these are stored in lockable filling cabinets.

How long do you keep information about me?

Information is kept for a period of 7 years, it is destroyed securely when we no longer need it.

Is my information used to make an automated decision about me and/or for profiling purposes?

Yes, for housing application purposes. However, this decision is also reviewed by an individual.

(You do have the right not to be subject to a decision based solely on automated processing. You can ask for any automated decision made about you to be reviewed by an individual.)

How did the Council get my personal data?

As well as information which is provided by you or your representative, we may also receive your information from other agencies, such as health care professionals, the Police, social services, probation, voluntary sector organisations, banks and building societies and HM Courts and Tribunals Service.

In cases where your personal data was obtained from a source other than you or your representative, we will inform you of the origin of the information within 1 month, unless that information is being used to contact you, in which case, that information should be provided to you at the latest, upon first communication with you. However, it is not necessary to provide that information in cases where you already possess the information, where recording or disclosure is expressly laid down in law or where provision of the information proves impossible or would involve disproportionate effort. 

What sort of information do you keep?

We may use the following information about you to make sure that we provide you with the right service, advice or support. We will only use the minimum amount of information necessary to do so and will take every reasonable step to ensure the information is accurate. 

Personal data:

  • Name;
  • Identification number;
  • Location data;
  • Online identifier;
  • One of more factors specific to the Physical, Physiological, Genetic, Mental, Economic, Cultural and Social identity of an individual.

Special categories of personal data:

  • Racial or ethnic origin;
  • Political opinions;
  • Religious or philosophical beliefs;
  • Data concerning health;
  • Data concerning a natural person’s sexual orientation.