The collection, storing and sharing of personal data
The Homelessness Reduction Act 2017 requires the local authority to collect data at a case level. The quarterly Homelessness Case Level Information Collection return (H -CLIC) will provide Government information on the actions that were taken to prevent homelessness i.e. demographic information such as nationality and ethnic group; the circumstances leading to and following on from a household's homelessness application being made; the actions taken by the local authority on each case; and all temporary accommodation placements.
In addition, the Department for Levelling Up, Housing and Communities (DLUHC) are requiring local authorities to separately provide personal data on households, such as names and addresses. This data needs to be collected through H-CLIC so that the DLUHC can link the data collected on applicant households to other data sources. This will support the work being carried out by the Homelessness Policy Team in the Department. By linking data sources on homelessness, the DLUHC will be able to measure the effectiveness of a range of homelessness programmes and monitor the implementation and impact of the Homelessness Reduction Act 2017.
The addition of personal data to the H-CLIC return will mean use of the collection can be expanded to assess the longer term outcomes of those assisted with their homelessness, the success of other DLUHC intervention projects, or to collect wider characteristics about those who are homeless to better assess why some interventions fail or succeed.
UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 (DPA18)
Any processing (such as collecting/storing/sharing) of personal data must meet the requirements of the UK General Data Protection Regulation (UK GDPR) and revised Data Protection Act 2018 (DPA18)
The new legislation also introduces some key new or enhanced requirements, such as increased transparency requirements and increased rights for individuals. There are new accountability provisions too which require organisations to keep much more detailed records to be able to demonstrate compliance and detect and report data breaches quickly if they happen.
The legal basis on which the council can collect, process and share data
The H-CLIC Data quarterly return will be used for research and evaluation purposes only.
Measures have been put in place by the DLUHC to separate the identifiable data (personal data) from the H-CLIC data. The data is being used by the Local Authority and the DLUHC so we can fulfil our statutory homeless function).
Measures will be put in place to ensure data security at all times. This will be an agreed security operating procedure which will include secure transfer of data, password protection, restricted access to data, and the separation of duties of two teams of analysts to process the data at DLUHC.
The ability to share information: Digital Economy Act 2017
Chapter 5 of the Act 'Sharing for Research Purposes' provides the legal basis for data sharing for this project. It allows for data sharing between public authorities (e.g. DLUHC and local authorities) as long as certain conditions are met.
The lawful basis for processing data under Article 6 of the UK GDPR
To process the data lawfully the local authority will need to collect the personal data under the public task basis (to fulfil their functions), in this case provide statutory housing services and agree to share this data with DLUHC under the public task basis (to fulfil our functions as a Government Department, in this case to reduce homelessness).
If a local authority has identified the purposes for which they will process the data, a valid legal basis to share personal data, as well as told individuals what it is doing with the data then that local authority may not need consent from individuals.
The local authority has set out the reasons and purpose of processing the data in Section 1 to this statement
The Council shares your personal information only for the reasons set out above, unless the law requires or permits us to share it for another reason, or for example, this is necessary to protect you or others from harm.
Your personal information will be handled securely, strictly on a need to know basis only by those specifically authorised to do so and will not be kept longer than is necessary.
You have the right to ask the Council for personal information held about you and details of how to do this can be found here
You may also ask the Council to consider any objections you may have to the processing of your personal information, including processing for research purposes.
Changes to this privacy notice
Bury Council may amend this privacy notice from time to time. If we make any substantial changes in the way we use your personal information we will make that information available by amending this notice.