Privacy notices - Bracknell Forest Council Local Welfare Scheme privacy notice

The type of personal information we collect

We currently collect and process the following information:

• surname, first name and title
• date of birth
• address and postcode
• email
• phone number
• National Insurance number
• your nationality and how long you have lived in the UK
• financial details including your income and any bank accounts you have
• information about where you live including tenancy details, rent charged, type of property you live in and your landlord details

We also collect the following, which is, or could include, special category data:

• whether you have a disability
• details of all people who live in your household including their gender, relationship to you and your partner, and proof of their personal circumstances

How we get the personal information and why we have it

Information is collected from you as the service user by:

• online forms
• hard copy documents
• email
• telephone
• face to face discussion

This information will be collected from either you directly as the data subject, or from a representative acting on your behalf.

Information to help us assess your entitlement could come from:

• housing benefit and Council Tax Support systems
• Council Tax
• fraud teams
• children’s services
• housing services
• other councils that you have lived in or are moving to

Bracknell Forest Council Welfare and Housing Service work to help and support Bracknell Forest residents who are vulnerable, experiencing a disaster, crisis, emergency or who find themselves in financial difficulties.

This service is provided to residents upon request by the individual or referral by a concerned third party.

To improve the service we deliver we may also use your information to communicate with you and provide services appropriate to your needs. This could include help with applications for these services:

• disabled facilities grant
• discretionary housing payment
• help with supporting people services
• residential care
• domiciliary care - such as day care, home helps and meals
• free school meals
• food support and other support programmes
• referrals to Citizens Advice Bureau for financial inclusions

We may also use information to identify and support people who are at risk of becoming homeless.

Information held by the welfare service is used for the assessment of applications for a Bracknell Council Local Welfare Scheme.

How the law allows us to use your personal information

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is to perform a public task and is vital to enable us to effectively support our residents.

Those tasks have a clear basis within the following legislation:

• Security Administration Act 1992
• the Welfare Reform Act 2012
• the Fraud Act 2006

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis for processing is Article 6 UK GDPR:

• (c) processing is necessary for compliance with a legal obligation to which we are subject

Special category data

Special category data is being processed under Article 9 UK GDPR:

• (e) processing relates to personal data which are manifestly made public by the data subject
• (d) processing is necessary in order to protect the vital interests of the data subject or of another natural person
• (e) a task carried out in the public interest

You can read the guide to lawful basis for processing special category data on the Information Commissioner's Office website.

Who we share your information with

To process applications we may need to share information with other organisations we work with or those who provide services on our behalf. These include:

• the Department for Work and Pensions
• HM Revenue and Customs
• other councils
• processing partners
• auditors
• IT and software providers
• organisations who provide goods and services granted under the scheme

Occasionally, your information may be accessed by contracted IT providers. Access by IT providers will only be for reasons of technical support, and any viewing of data will be incidental to this.

There are other specific situations where we may be required to disclose information about you, such as:

• where we are required to provide the information by law
• where disclosing the information is required to prevent or detect a crime, including fraud
• where disclosure is in the vital interests of the person concerned

Service adjustments

If you need service adjustments, email benefits@bracknell-forest.gov.uk.