Notice

Warm Homes: Social Housing Fund Wave 3 - application portal privacy notice

Updated 15 November 2024

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This publication is available at https://www.gov.uk/government/publications/warm-homes-social-housing-fund-privacy-notice/warm-homes-social-housing-fund-wave-3-application-portal-privacy-notice

This notice sets out how the Department for Energy Security and Net Zero (DESNZ) will process your personal data relating to your application to the Warm Homes: Social Housing Fund Wave 3 (WH:SHF Wave 3), and your information rights. It is made under Articles 13 and/or 14 of the UK General Data Protection Regulation (UK GDPR).

This notice relates to application data collected under WH:SHF Wave 3, for both successful and unsuccessful applicants to the scheme, and will be followed by a comprehensive Data Sharing Agreement for successful applicants at Grant Funding Agreement stage.

Your Data

The following personal data will be processed for WH:SHF Wave 3:

Contact Data

  • names and business contact details (e.g. first name, surname, business telephone number, business email address, business postal address) of Social Housing Landlords or Arms-Length Management Organisations, their employees, and their delivery partners, involved in preparing and submitting an application under WH:SHF Wave. This includes for any partner organisations named in a consortium application.

  • names and business contact details (e.g. first name, surname, business telephone number, business email address, business postal address) of Social Housing Landlords or Arms-Length Management Organisations, their employees, and their delivery partners (including named installers and/or suppliers) involved or proposed to be involved in the implementation of an application if it is successful

We will obtain this data from your application to WH:SHF Wave 3, through the digital platform, Apply for a Grant.

Purpose

We process your personal data:

  • to manage your participation in the WH:SHF Wave 3 scheme, including: to support administration and delivery of the scheme; to assess eligibility for the scheme; and to process applications
  • for the Department’s research and evaluation partners to conduct an evaluation of the scheme to understand its impacts and effectiveness and support future delivery of the scheme
  • for statistical, research and fraud, error and non-compliance prevention and detection purposes
  • to inform the development of government policy

This may require linking of your data to other datasets held by DESNZ and, where the Department deems it appropriate and/or consistent with the purposes for holding the data, may share this data with other government departments and public authorities which have a legitimate interest in the data, as detailed in Section 4, Recipients, below. The purposes for which data may be shared will include enabling/ assisting these bodies to co-ordinate decarbonisation work across the areas of the public sector for which they have responsibility.

DESNZ will conduct an evaluation of the scheme with Social Housing Landlords to understand its impacts and effectiveness. This may include you being contacted by DESNZ or its research partners to take part in research. Where this evaluation research involves processing of personal data in addition to that already collected for delivery of the Scheme, you will be given the opportunity to opt-in to that research at the point of contact (relying on consent). This processing will be the subject of a separate Privacy Notice. In practice this means that our evaluation contractor may call, email or write to you to invite you to take part in an interview, as well as provide you with more information about what the research will involve.

The legal basis for processing your personal data is under Article 6 1(e) of the UK GDPR. Processing is necessary for the performance of a task carried out in the public interest. The public tasks are outlined above and include the delivery, administration, audit, evaluation, prevention and detection of fraud, error and non-compliance of WH:SHF Wave 3.

This data will be used to ensure use of public funds has delivered value for money, and realised intended benefits, including to inform policy making in the fields of energy efficiency, fuel poverty, and health. It will also support DESNZ’ functions relating to carbon reductions under the Climate Change Act 2008.

Recipients

Your personal data will be shared by us with:

  • other government department(s) involved in the Scheme and their delivery partners and delivery agents for the purpose of efficient management of the scheme
  • appointed delivery and research and evaluation partners for WH:SHF Wave 3
  • appointed assessment partners providing assessors and moderators
  • other government departments, delivery partners, delivery agents, regulators and scheme administrators including but not limited to local authorities, energy suppliers, Ofgem and across schemes where necessary for the detection and prevention of Fraud and error, debt recovery, prosecution and any related activities

We may share your data if we are required to do so by law, for example by court order or to prevent fraud or other crime.

Personal data collected by DESNZ will be securely stored on their IT (Information Technology) infrastructure and will therefore also be shared with their data processors Microsoft and Amazon Web Services.

Retention

Your personal data will be stored securely by DESNZ for a maximum period of 7 years following the close of the Scheme or, if later, the completion of installations funded under the Scheme, for the delivery, administration and evaluation of the scheme. For the purposes of prevention and detection of fraud, error and non-compliance, some data will be stored for a maximum of 25 years. Individual records may be retained beyond this if they relate to ongoing actions such as prosecutions, appeals or debt recovery.

International Transfers

Your data will be processed in the UK.

We will take all steps necessary to ensure that your data is processed and stored in a secure environment, in accordance with our legal obligations.

Your Rights

You have the right to request information about how your personal data are processed, and to request a copy of that personal data.

You have the right to request that any inaccuracies in your personal data are rectified without delay.

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.

You have the right to object to the processing of your personal data.

How to make a request

If you wish to make a request associated with any of the rights listed above, contact DESNZ Data Protection Officer using the contact details below.

Contact details

The Data Controller for your data is the Department for Energy Security and Net Zero (DESNZ).

Contact the DESNZ DPO:

DESNZ Data Protection Officer
Department for Energy Security and Net Zero
3-8 Whitehall Place
London
SW1A 2EG

If you are unhappy with the way we have handled your personal data, please write to the department’s Data Protection Officer in the first instance using the contact details above.

Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an UK independent regulator.

Contact the Information Commissioner's Office (ICO):

Email icocasework@ico.org.uk

Contact form https://ico.org.uk/mak...

Telephone 0303 123 1113

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Updates to this notice

If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.

The ‘last updated’ date at the bottom of this page will also change.

If these changes affect how your personal data is processed, we will take reasonable steps to let you know.

Last updated: 2 October 2024

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