Affordable Warmth Programme - Privacy Notice

This Privacy Notice sets out what you need to know about how the City of Doncaster Council will use your information to deliver the Affordable Warmth Programme.

The City of Doncaster Council is committed to meeting its data protection obligations and handling your information securely.  You should make sure you read and understand this notice before submitting your information to us.

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:

• personal information – such as: your name, address, telephone number, age, and financial information.
• special category personal information – such as: information about your physical and mental health

How do we collect information about you?

We collect your information from you directly or from a relative/representative whilst we conduct a home visit or over the telephone (e.g. by asking you to complete one of our forms etc)

How will your information be used?

Your information might be used to:

• Assess your eligibility for the scheme
• Enable our external contractors to attend your property and carry out the required work
• Enable us to make reasonable adjustments for customers who have a disability
• Monitor and evaluate the scheme

The Legal Basis for using your information

The legal basis for processing your personal data is:

(e) Public task: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller, such as the exercise of a function of the Crown, a Minister of the Crown, or a government department; the exercise of a function conferred on a person by an enactment; the exercise of a function of either House of Parliament; or the administration of justice.

The specific public task is to improve the health and wellbeing of the residents of Doncaster, in line with our duties under section 12 of the Health and Social Care Act 2012. It is also for the delivery, administration and evaluation of, as well as statistical, research and fraud prevention purposes relating to, the Scheme. Funding is provided to Local Authorities who engage consumers and manage the delivery of installations in homes.

The legal basis for processing special category data is:

9(g) Substantial public interest: processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject. The Council relies on Schedule 1 Part 2 section 6(2) of the Data Protection Act and our duties to improve the health and wellbeing of the residents of Doncaster and, if required, to make reasonable adjustments under the Equality Act 2010

Who will your information be shared with?

We sometimes need to share your information within the City of Doncaster Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For the Affordable Warmth Programme, we may need to share your information with:

• Effective Heating – our external contractor who will carry out the work
• Public Health – for evaluation and moderation purposes.
• Your Councillor (for example, if you have made a complaint to them about the City of Doncaster Council);
• Project partners

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The City of Doncaster Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity Time information kept for
All activities in relation to the Affordable Warmth Programme. Retained for 3 years following acceptance to the programme.

Your rights

The law gives you specific rights over your 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 City of Doncaster 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. Your 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.

You can request information about yourself by making a subject access request on this page of the City of Doncaster 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 City of Doncaster Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the City of Doncaster 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 City of Doncaster Council’s Data Protection Officer can be contacted by email at 


If you are unhappy with the way in which your information has been handled you should contact the City of Doncaster Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you 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 you raise 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: 31 May 2024 09:36:16

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