Residential Stock Condition Survey

This Privacy Notice sets out what you need to know about how the City of Doncaster Council (the Council) will use information for the Residential Stock Condition Survey. The Council is committed to meeting its data protection obligations and handling all information securely.


What information do we collect?

We do not collect personal information about you. We use existing datasets to model stock profiles to understand dwelling age, energy efficiency, access to gas networks, to understand whether the houses meet the criteria for the Housing Standards Variables. These outputs are then mapped to provide the authority with a geographical distribution of each of the variables, which can then be used to target resources for improving the housing stock. These data sets are then incorporated into a Housing Stock Model to produce an integrated Housing Stock Condition Database (HSCD). This is a property based database where individual properties or people are not able to be identified.

How do we collect this information?

For the processing to which this notice relates to be carried out, we collect the following information:
  • Data for the Residential Stock Condition Survey is taken from:
    • Experian
    • Ordinance Survey (OS) data
    • Energy Performance Certificate (EPC) data
    • English House Survey (EHS) data
  • The following Council datasets, which contain information about properties and not the people living in the properties:
    • LLPG dataset (UPRN and address data)
    • Benefits Data (housing benefit and/or council tax reductions)
    • HMO Data (mandatory licensable and non-licensable)
    • Selective Licensing records
    • Housing Enforcement records

How will the information be used?

  • The information might be used to understand the likely condition of the stock and the geographical distribution of properties of interest.
  • The information won’t be about you, it will be about properties in your area. This will provide us with information on the likely condition of the stock and the geographical distribution of properties of interest.
  • These properties are likely to be suitable targets for energy efficiency improvements or other forms of intervention, such as mitigating Housing Health and Safety Rating System (HHSRS) hazards

Who will the information be shared with?

We sometimes need to share information within the Council or with other organisations. We will only share this information when necessary and when the law allows us to, and we will only share the minimum information we need to.

BRE Group Privacy Notice

A copy of the BRE Group Privacy Policy can be viewed at: Privacy Policy - BRE Group

How long will we keep your information?

We keep information for different periods of time, depending on what we are using it for. We only keep information for as long as we need to, after which we will dispose of it securely. The information for the Residential Stock Condition Survey will be kept for 5 years after the report is completed.

The rights of Data Subjects

The law gives everyone specific rights over their information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Data Subject rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. Data Subjects can request information about themselves by making a right of access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at 


If a Data Subject is unhappy with the way in which their information has been handled they should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve their complaint, Data Subjects can also refer the matter to the Information Commissioner’s Office (ICO).

The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns raised with them. They can be contacted via the methods below:


Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF



Last updated: 26 March 2024 09:05:15

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