Doncaster Council Housing Need Study 2018

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the Doncaster Council Housing Need Study 2018.

Household survey 2018

We are seeking to improve our understanding of current and future housing need in Doncaster. Arc4 are coordinating this study on our behalf. We encourage residents and stakeholders to contribute if invited to, by using the survey form posted out or complete the online form at by Friday 5 October 2018.

What Information about you do we collect?

For the processing to which this notice relates to, to be carried out, we use the following information: 
• personal information – such as: your name, address, telephone number;
• special category personal information – such as: your ethnicity, information about your health and any disability you may have;
• information about your past and present housing circumstances;
• information about future housing intentions of you and members of your households;
• information about your household income and savings specifically for the purposes of assessing your eligibility for affordable housing

How do we collect information about you?

We will collect your information from you directly by asking you to complete a paper household survey questionnaire or alternatively an equivalent online questionnaire according to your preference. 

How will your information be used?

Your information will be used to help quantify the amount of affordable and market housing for sale or rent that is needed in the future across the borough and individual towns and villages within the borough. The information you provide will be collected and processed by the council’s contractor arc4 and its sub-contractors, all of which are registered with the Information Commissioners Office.  The data will only be published by the council in aggregate form.  This means that all responses including yours will be added together and only summary information will be published.  Neither your identity or detailed information about you and any member of your household will be published or shared with any person or organisation.  Data will be securely passed from arc4 to the council to enable the council to undertake additional analysis relating to housing needs and requirements. 

The legal basis for using your information

The Council is carrying out a housing survey as it is in the public interest to ensure that future housing needs are addressed. Completing the survey is voluntary but will to help to inform the future housing policy and the way the Council uses public money. You can decide whether or not to complete the survey; and you can decide how much or how little of it you wish to complete. You can decide whether you want to provide identifiable details (e.g. name, address) or whether you want to complete the survey anonymously.

Data Activity

Legal basis - GDPR Articles 6 & 9

Data Protection Act 2018

UK Legislation

Collection of information provided in the survey


(1)(e) processing is necessary for the performance of a task carried out in the public interest

(2)(g) processing is necessary for reasons of substantial public interest.

Part 2 Chapter 2(8)


Who will your information be shared with?

The Council’s contractor, arc4, will only share your data with the council and no one else. The Council will hold your identifiable data (e.g. name, address (if you provide it)) for the purposes of potentially:

  • Inviting you to take part in follow-up focus groups discussions on specific housing need matters
  • Auditing the responses received


All other information you provide will be held in anonymous format and then aggregated to broader population-level analysis. This anonymous/aggregated information will form part of an evidence base to support policies and strategies aimed at ensuring that appropriate housing is provided in future.

The Council will share findings from the evidence with appropriate Government departments and housing providers such as housing associations.

The Council may undertake further analysis of the anonymous data from time to time. 

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.

Identifiable data will be held by Doncaster Council for a period up to 2 years for the purpose of a potential audit. After which only anonymous and aggregated data will be held.

All data will be held by arc4 for the duration of the contract with Doncaster Council (up to Nov 2018), after which, it will be returned to the Council.

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 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 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 you are unhappy with the way in which your information has been handled you 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 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: 26 September 2018 16:47:42