Ashfield District Council Housing Services Privacy Notice
The personal information you provide will only be used by Ashfield District Council (the “Data Controller”) in accordance with all applicable data protection and privacy legislation in force from time to time in the UK including the UK GDPR and the Data Protection Act 2018 (“Data Protection Legislation”). The Council has a lawful basis for collecting, processing, and holding information about you for this purpose to comply with our legal obligation, public task, contract obligations, and with your explicit consent.
Why do we need to collect this data?
Under the Social Housing (Regulation) Act 2023, as a social landlord the council are required to obtain and maintain sufficient information regarding our tenants to assist us to develop services and make informed decisions, based on the needs and make up of our tenants. The Act also requires us to undertake an annual collection and analysis of the Tenant Satisfaction Measures tenant perception survey, including ensuring that the responses are representative of our tenant base and to publish results broken down by a variety of characteristics. We are also bound by the conditions of your tenancy conditions and various other areas of associated legislation to provide you with services as your social housing landlord and to make adjustments for vulnerable/disabled tenants under the Equalities Act 2010.
In using your data, Ashfield District Council will process, store and delete your data in accordance with this Privacy Notice as well as our main Privacy Notice.
What data will we collect?
Your personal data collected may include:
- your name
- address
- telephone number
- email address
- any other contact details we require in order to contact you
- date of birth
- gender
- relationship Status (including sexual orientation)
- health (physical and mental)
- disability
- vulnerability
- proof of identity
- National Insurance number
- ethnicity
- religion
- gender identity
- information about other household members
- information about your previous housing circumstances
- details about your employment status
- your financial records
- criminal records and offending history
- safeguarding information
- your bank account details
How will we collect information about you and your household?
- via your housing waiting list or mutual exchange application forms
- online forms
- via email
- in other written correspondence
- over the telephone
- in person (face to face)
- through relevant 3rd parties (e.g. Health professionals, social workers, police, probation services, contractors working on behalf of the council)
How will we use your data?
- to make housing decisions and to shape service delivery
- to carry out specific functions for which we are responsible
- to facilitate making reasonable adjustments to ensure our services are accessible to you
- to support with applications for support to sustain your tenancy, where appropriate e.g. applications for direct payments from benefits
- to enable us to carry out our strategic function
- to investigate and prevent fraud and crime
- to allow us, where necessary, to protect individuals from harm or injury
- to monitor, evaluate and review the quality of our services
- to account for our decisions and to investigate complaints
- to protect public funds
- to assist with the collation of representative samples/analysis of tenant feedback
How long will we retain the data?
The information that you have provided will be kept for the duration of your tenancy and a period of 6 years following the end of your tenancy.
All personal data will be held and disposed of in a safe and secure manner.
We are required by the following legislation to process your personal data appropriately:
- Housing Acts 1985, 1988, 1996 & 2004
- Homelessness Act 2002
- Homelessness Reduction Act 2017
- Landlord and Tenant Act 1985
- Commonhold and Leasehold Reform Act 2002
- Housing and Planning Act 2016
- Children Acts 1989 & 2004
- Equality Act 2010
- Human Rights Act 1998
- Data Protection Act 2018/GDPR
This is not an exhaustive list.
Who will we share your personal data with?
We may share your information with the following third parties for the reasons detailed above:
- other Council Departments
- third party service delivery partners/contractors delivering housing services on our behalf
- other Councils such as Nottinghamshire County Council
- Multi-Agency Risk Assessment Conference (MARAC)
- Government Departments i.e. Department for Work and Pensions etc
- Emergency Services
- solicitors, lawyers and other advocates
We may be required to disclose information about you in other specific situations such as:
- where we are required to disclose information by law
- when disclosing the information is required to prevent or detect crime
- when disclosure is in the vital interests of the person concerned, where there is a risk of harm
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
What are your rights regarding your personal data?
Under data protection legislation, you have rights including:
- the right of access - you have the right to ask us for copies of your personal information.
- the right to be informed about the collection and use of your personal data. This is outlined above.
- the right to erasure. If at any point within the 21 days after your visit you decide you’d like us to delete the personal data you provided, please advise us and we will delete all information related to you.
- the right to object to us processing your personal data. If you do so, we will delete all the personal data we hold in relation to you.
- the right to rectification. If the information held is in any way incorrect, you can contact the data controller and request that the information be rectified.
- the right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.
In certain circumstances exemptions to these rights may apply. Further information is available on the Information Commissioner's Office website.
Do you have a complaint?
If you consider that your personal data has been misused or mishandled by us, you can raise this with the data controller. In this instance, the data controller is the Data Protection Officer who can be contacted by:
- email: dpo@ashfield.gov.uk
If you remain dissatisfied you can make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
- address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
- telephone: 03031231113
- website: www.ico.org.uk
- email: casework@ico.org.uk
Page last updated 30 January 2026