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Information Access and Individual Rights

Hampshire Home Choice

Hampshire Home Choice is a sub-regional choice based lettings scheme made up of East Hampshire District Council, Eastleigh Borough Council, Havant Borough Council, Test Valley Borough Council and Winchester City Council. The participating Councils have agreed a common approach for the allocation of social housing across the five local authority areas.

What information do we collect and how is it used?

The housing register application form asks the necessary questions to enable the councils to assess and decide if you are eligible and qualifying to be registered on the Housing Register and therefore eligible and qualifying for an allocation of social housing. The questions asked also enable the Council’s to assess your housing need and award the appropriate level of priority and assessed number of bedrooms. 

Who will we share your information with?

Hampshire Home Choice is a sub-regional choice based lettings scheme made up of East Hampshire District Council, Eastleigh Borough Council, Havant Borough Council, Test Valley Borough Council and Winchester City Council. The participating Councils have agreed a common approach for the allocation of social housing across the five local authority areas.

You can choose which of the participating Councils you would like to deal with your application which results in that Council being the administering Council; responsible for assessing and managing the application.

Your application may be administered by one of the other participating Councils if you;

  • approach that Council for advice or
  • send information to that Council or
  • bid for a property within the Council area or
  • ask another Council to administer your application.

Your information will also be shared with;

  • Registered Providers if you bid for a property expressing an interest to be considered for one of their properties. Registered Providers shall be acting as a data controller in their own right. 
  • Specified public bodies as described by the Secretary of State as required by law or statutory functions.
  • Impartial Medical Advisory Service for assessing applications on medical grounds.
  • Occupational Therapists and other Health Professionals to assess applications on adaptations needs.
  • Where Services may be of benefit to you and when you have given us permission to do so.
  • National Fraud Initiative
  • Civica (Data Processor) is the IT Provider that processes the data on behalf of the Councils (Data Controllers) and only acts on documented instructions from the Council’s.
Name of the Data Controller’s

East Hampshire District Council Penns Place, Petersfield, Hampshire, GU31 4EX.

Eastleigh Borough Council Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN.

Havant Borough Council Public Service Plaza, Civic Centre Road, Havant, Hampshire, PO9 2AX.

Test Valley Borough Council Andover Office, Beech Hurst, Weyhill Road, Andover, Hampshire, SP10 3AJ.

Winchester City Council City Offices, Colebrook Street, Winchester, Hampshire, SO23 9LJ.

Contact for Data Protection Officer’s

East Hampshire District Council

Data Protection Officer

governance@easthants.gov.uk

01730 266551

Eastleigh Borough Council

Data Protection Officer

DP@eastleigh.gov.uk

02380 688165

Havant Borough Council

Data Protection Officer

governance@havant.gov.uk

023 9244 6019

Test Valley Borough Council

Data Protection Officer

Head of Legal Services

Legal@testvalley.gov.uk

01264 368000

Winchester City Council

Data Protection Officer

Fiona Sutherland

legal@winchester.gov.uk

01962 840222  

Retention

Your data will not be kept for longer than is necessary. All information in relation to Hampshire Home Choice is stored online. All households and non-active Housing Register applications that have not been updated for 5 years will be identified for deletion. The local authority will be able to view and manage Households with records (housing Register applications) scheduled for removal before they are deleted permanently.

In very few cases (there may be some exceptions), the local authority may be required to retain the Household and Housing Register application, and there is functionality which allows this.

There is a Data Management Procedure which sets out the process for managing the Data Retention process.  

Individual Rights

The Data Protection Act 2018 and General Data Protection Regulation (GDPR)  provides the following rights for individuals however there is no ‘absolute right’ and this depends on the lawful basis for processing:

1. The right to be informed.

2. The right of access.

3. The right to rectification (to correct your data if you think it is wrong).

4. The right to erasure (the right to be forgotten).

5. The right to restrict processing (we can store your personal data but not use it).

6. The right to data portability (to obtain from us and re-use personal data that you have given us).

7. The right to object (to ask us to stop using your personal data).

8. Rights in relation to automated decision making and profiling.

9. The right to withdraw consent (only we are processing your information on the basis of your consent).

The right to be informed

You have the right to be informed about the collection and use of your personal data. The Hampshire Home Choice Privacy Notice and information contained on this page explains openly and transparently how and what we do with your personal information.

The right of access

You have the right of access, commonly referred to as a subject access request. If you want to obtain a copy of your personal data please contact the Council dealing with your application.

The right to rectification

You have the right to have any incomplete and/or inaccurate personal data rectified. You can login to your Hampshire Home Choice account and update your application at anytime.

The right to erasure

You do not have the right to erasure because processing is necessary for the performance of a task carried out in the exercise of official authority vested in the controller (The Councils).

The right to restrict processing

In some circumstances you have the right to request we restrict the processing of your personal data for example if you disagree with the accuracy of your personal data. Where we are processing your data on the basis of a task carried out in the public interest or the purposes of legitimate interest we will consider if our legitimate interests override your rights.

The right to data portability

You do not have the right to data portability because processing is necessary for the performance of a task carried out in the exercise of official authority vested in the controller (The Councils).

The right to object

You can cancel your application for housing at any time. Housing Register applications will be identified for deletion after 5 years of an application being closed.

Rights in relation to automated decision making and profiling

We do not use automated decision-making.

The right to withdraw Consent

If you give consent for us to share your information with a third party (not listed above under ‘who we will share your information with’) you can withdraw your consent at anytime.

You can also cancel your application for housing at any time. Housing Register applications will be identified for deletion after 5 years of an application being closed.

Click here for more details about your rights.

Statistical Purposes

Where further processing for certain purposes should be considered to be compatible with its original purpose; you do not need a separate lawful basis for any further processing for:

  • archiving purposes in the public interest or
  • Statistical purposes.

You do not have a right to object because processing is necessary for the performance of a task carried out in the exercise of official authority vested in the controller.

Failure to provide data

Where the processing of information is on the basis of a statutory or contractual requirement and you fail to provide personal information or refuse to provide information to the Councils, the Councils may be unable to provide you with the services or assistance you require. 

The right to lodge a complaint with a supervisory authority

If you are not satisfied with the way any of the Councils are handling your personal information you can contact the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Fax: 01625 524 510

Click here for further information on how to make a complaint.