- How we use your data
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Our contact details
Address: Stoke-on-Trent City Council, Private Sector Housing Team, Floor 3, Civic Centre, Glebe Street, Stoke-on-Trent, ST4 1HH
Phone Number:01782 234474
E-mail: SafeAndWarmHomes@stoke.gov.uk
What type of information we have
We currently collect and process the following information:
- Name of applicant
- Address of applicant
- Names of all residents living within the property
- Confirmation and details of applicant’s eligibility
- Contact telephone number (where known)
- Email address (where known)
- Age of all residents living within the property
- Details of any Power of Attorneys
- Bank Statements
- Tax Returns/P60
- P45
- Pay slips
- Annual Income Pension Statement
- Council tax bills / letters
- Energy Bills
- Tenancy agreements
- Mortgage Statements
- Electoral Role data
- Soft Credit Check
- Referral letter from a GP, Health Professional or NHS Trust confirming that at least one occupant is vulnerable to the cold.
- Referral letter from the energy supplier or Citizen’s Advice, showing that the household has been referred to the LA for utility bill support.
- Signatures
- Confirmation of the benefits received by residents living within the property
- Evidence of eligibility for free school meals
- Declaration of health condition for one or more residents of the household
- The name, address and contact telephone number of any landlord of a property will also be shared.
How we get the information and why we have it
Most of the personal information we process is provided to us by ECO4 and GBIS installers in order to enable them to assist low-income, vulnerable and fuel-poor households in Stoke-on-Trent to access Energy Company Obligation Funding through the Local Authority Flexibility Eligibility Scheme (“ECO4 Flex”) for the installation of insulation and heating measures under The Electricity and Gas (Energy Company Obligation) Order 2022 (“ECO4 Order”) and the Great British Insulation Scheme(“GBIS Flex”) for the delivery of predominantly single measures targeted at a wider range of households in accordance with the Electricity and Gas (Energy Company Obligation) Order 2023 (“ECO4A Order”).
On receipt of an eligible application from an approved installer, the City Council will issue a signed declaration stating that the applicant is eligible.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting the Private Sector Housing Team on 01782 234474 or by email: SafeAndWarmHomes@stoke.gov.uk
(b) We need it to perform a public task i.e. to prevent fraud.
What we do with the information we have
We use the information that you have given us in order to issue a declaration of eligibility to ECO4 and GBIS installers. In addition, we notify The Office of Gas and Electricity Markets (Ofgem) that a declaration has been issued.
We may share this information with
- ECO4 installers
- Energy Suppliers
- The Office of Gas and Electricity Markets (Ofgem) who administer the scheme.
How we store your information
Your information is securely stored on the City Council’s IT system.
We will keep all types of information for up to three years after the Final Determination of the ECO4 and GBIS schemes. We will then dispose of your information securely by deleting electronic records and destroying any hard copies of information securely using the City Council’s confidential waste disposal process.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us by email: SafeAndWarmHomes@stoke.gov.uk or by telephone on 01782 234474 if you wish to make a request.
- Who to contact if you have questions
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How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is as follows:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113