Privacy Policy

In order to provide a comprehensive home adaptations service, Worcestershire Home Adaptations Service (WHAS) will collect, request and hold a wide range of personal information.

This Privacy Notice will fully explain how this data will be held, processed and used and any legal rights which WHAS and you both have in respect of this data.

1.Who is this Privacy Notice aimed at?

As the Home Improvement Agency (HIA) for the County of Worcestershire, WHAS will be working with those applicants who qualify for assistance under the Housing, Grants, Construction and Regeneration Act 1996 and Regulatory Reform (Housing Assistance) (England and Wales) Order 2002.

Therefore, this privacy notice for WHAS is aimed at people with disabilities, who may benefit from equipment or home improvements to enable independant living. This includes:

• use of the Disabled Facilities Grant (DFG)
• use of the Home Repair Assistance Grant (HRA)
• Applicants requesting a stairlift or ceiling track hoist

2.What personal data may be collected and held by Worcestershire Home Adaptations Service

Personal data collected and held by Worcestershire Home Adaptations Service (WHAS) may include:

• basic personal information such as address, telephone number, email address.
• details about your household composition, income, allowances, savings and investments including those of your partner or any dependents.
• any other information provided in support of an application, such as medical evidence, proof of identification or any other required or supplied document.
• digital forms completed via an online portal.
• Telephone or email conversations or face-to-face interactions.
• Any letters or emails written to you about your case, or to other agencies in relation to you or members of your household.

WHAS also may gather personal information about you and your household from other sources, such as:

• Referrals from third parties, including external agencies and advocates.
• When engaging with residents through our community outreach activities.
• When conducting site visits, inspections or via customer satisfaction surveys.
• Information from health professionals, including GPs, hospital departments and OT
• Information from social services or other statutory agencies in relation to your case.

3.Who is processing my data?

All personal data held is processed in accordance with data protection legislation. The Data Controller in relation to all business activities Worcestershire Home Adaptations Service (WHAS) is Wyre Forest District Council.

Here is the link to Wyre Forest District Council’s Data Protection website for more information; https://www.wyreforestdc.gov.uk/your-council/privacy-and-data-protection/

4.How will we use the Information we hold about you?

WHAS shall collect, hold and process a considerable amount of information, which shall be used as follows:

• To progress your application for adaptations.
• To provide an effective, efficient, and quality service,
• To be used for analysis purposes helping us to design and continuously improv our services.
• To undertake statutory functions efficiently and effectively
• To undertake service planning by understanding your needs
• To record and flag information in relation to your vulnerability, support needs or health status and ensure that WHAS and our contractors can tailor and deliver accessible services to you.
• To record and flag your information where a member of staff has a concern about your safety, health, wellbeing, or behaviour.
• To understand the diverse needs of residents, including those arising from protected characteristics, language barriers, and additional support needs
• To promote equality and tackle any form of discrimination for anyone with protected characteristics
• To assess whether all residents who use our services have fair access to, and equitable outcomes, with regards to services delivered.
• To understand what we can do for you and inform you of other relevant services and benefits
• To analyse costs and spend of services we provide so that we can ensure better and efficient use of public funds.
• To perform analysis for improving and developing services
• For the prevention and detection of crime

Your personal information is only used for a specified purpose(s) but if we intend to use it for any other new purposes we will normally ask you first. In any event our processing will always have a lawful basis that can be evidenced.

Where practicable and reasonable we will always seek to inform you of any significant proposed changes to how we process or intend to process your personal data, in order to ensure full transparency over how we handle your information.

5.What is the legal basis for us to process your data?

The legal basis for processing the data is

• it is in the public interest or in the exercise of official authority.

6.Who we will share your information with

We may share your information with partner organisations, including:

• Internal departments and other Local Authorities.
• Registered Social Housing providers and other Landlords
• NHS
• Community Occupational Therapists (OTs)
• Contracts carrying out adaptation works (basic contact information only)
• HM Land Registry
• Building Contractors appointed to quote for/work on your particular case.
• Mortgage providers
• Adult Social Care / Children Services
• Mental Health services
• DWP
• Revenues and Housing Benefits
• Community Occupational Therapists
• Voluntary Sector support / advice organisations
• West Mercia Police
• Worcestershire County Council
• Fire Services Authority
• Worcestershire Regulatory Services
• Government Agencies
• External Auditors and Regulators

We will not normally share your information with organisations other than our partner organisations without your consent, however, there may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need-to-know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

7.How do we protect your information?

We will not transfer your personal data outside the EU without your consent.

We will not use automated decision making or AI in any way in your case without prior consultation

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

For any payments which we take from you online we will use a recognised online secure payment system. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

8.How Long do we Keep your Records

Your application and all relevant information will be kept for a period of 5 years if you have no contribution to the grant or local land charge has been registered on your property. If a local land charge or contribution has been made, the application and information will be kept for 10 years.

All information will be held securely and destroyed under confidential conditions as detailed within the Council’s retention schedule.

9.Your Legal Rights

Worcestershire Home Adaptations Service (WHAS) is the home improvement agency which covers the County of Worcestershire and is operated by Wyre Forest District Council on behalf of the Worcestershire District Councils.

The Data Controller in relation to all business activities Worcestershire Home Adaptations Service (WHAS) is Wyre Forest District Council.

As a customer of WHAS, you have several rights under data protection which are as follows:

• To access your personal data
• To be provided with information about how your personal data is processed
• To have your personal data corrected
• To have your personal data erased in certain circumstances
• To object to or restrict how your personal data is processed
• To have your personal data transferred to yourself or to another business in certain circumstances
• You have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Commissioner
• The Data Protection Legislation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’
• You are entitled to receive a copy of your records free of charge. To request your records, you will need to put your request in writing and provide proof of identification to the Data Protection Officer, Wyre Forest District Council, Wyre Forest House, Finepoint Way, Kidderminster DY11 7WF or via email DataProtection@wyreforestdc.gov.uk.
• In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person
• It is the priority of Worcestershire Home Adaptations Service (and Wyre Forest District Council as its parent organisation) to ensure that you are fully satisfied with our data processing practices. If you do have cause for complaint, we would appreciate the chance to resolve your issues before you approach the Information Commissioners Office (www.ico.co.uk)

10.Providing accurate information

It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible so that we can update your records.

11.Further information

If you have any questions or concerns about how your information is used, please contact the Data Protection Officer, Wyre Forest District Council, Wyre Forest House, Finepoint Way, Kidderminster DY11 7WF or via email DataProtection@wyreforestdc.gov.uk.