Home Energy Efficiency Grants - Privacy Notice

This notice relates to data collected under the Domestic Energy Efficiency Scheme operated by the City of Doncaster Council (the Council), which will be funded by either the Council, OFGEM or the Department for Energy Security and Net Zero (DESNZ)

The 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:

  • Address and details of property receiving the installation(s)
  • Details about the installation(s) at the property, including type, size and cost
  • Contact address (if not the property receiving the installation(s))
  • Address and details of property offered, but not receiving, the installation(s)
  • Your name
  • Household income and any other scheme eligibility information – this will include confirmation that you are in receipt of a qualifying benefit so a check can be carried out with the Council’s Benefits department
  • Any financial contribution you have made towards the installation(s)
  • Details about the expected energy, carbon and cost savings expected to be delivered by the installation, including pre- and post-installation property EPC details where appropriate
  • Email address (optional)
  • Phone number
  • Details about your health (if applicable) for the purpose of making any reasonable adjustments
  • Your name
  • Relevant accreditation and registration information
  • Contact address
  • Email address
  • Phone number
  • Details of installations delivered
  • Whether the installations directly contracted or sub-contracted by LA
  • The number of employees in your organisation

How do we collect information about you?

We collect your information from you directly (e.g. by asking you to complete one of our forms etc.). Or we will be provided with your data from one of our partners.

How will your information be used?

The purpose(s) for which we are processing your personal data is to support the delivery and administration of our Domestic Energy Efficiency Scheme.

Delivery and administration of the Scheme may require linking of your data to other datasets held by Doncaster Council, OFGEM or the Department for Energy Security and Net Zero (DESNZ). This may involve checking with the Council’s Benefits department that you are in receipt of a qualifying benefit but, will not allow us to find out which benefit you are claiming.

DESNZ will be conducting an evaluation of their Schemes. This may include you being contacted to take part in further research. Where the 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.

You may provide us with information about your health in order that we can make reasonable adjustments to provide this service. This data will only be used for this purpose.

Your data may also be used for statistical, research and fraud prevention purposes.

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 energy efficiency in the residential sector, in line with our duties under the Home Energy Conservation Act 1995. It is also for the delivery, administration and evaluation of, as well as statistical, research and fraud prevention purposes relating to, the Scheme, a government funded scheme aiming to raise the energy efficiency of low energy performance homes (those rated at EPC Band E, F or G), including off-gas grid homes. Funding is provided to Local Authorities who engage consumers and manage the delivery of installations in homes.

Information required by contract (or information required to enter into a contract)

You are required to provide us with your information in order for the installer to carry out the requested works. The consequences of not providing the information requested are that the work will not be able to be carried out.

Consent (and withdrawing consent)

The Council will use some information about you on the basis that you have given us your consent to do so. Use of your personal data to contact you to take part in any further research with DESNZ will be subject to your consent. You may withdraw your consent and ask us not to use information about you to contact you to take part in further research by emailing energy.team@doncaster.gov.uk  

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 make reasonable adjustments under the Equality Act 2010

Who will your information be shared with?

We sometimes need to share your information within the 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 delivery, administration and evaluation of, as well as statistical, research and fraud prevention purposes relating to the Scheme, we may need to share your information with:
  • The preferred contractor who will carry out the works
  • The City of Doncaster Council internal departments
  • The Department for Energy Security and Net Zero (DESNZ) and its contractors for delivery, administration and evaluation of the scheme, statistical, research and fraud prevention purposes
  • Ofgem and delivery partners of central and local government home energy schemes such as the Energy Company Obligation and Renewable Heat Incentive
Your personal data may also be shared with other Government departments where necessary.

Personal data shared with DESNZ will be stored on their IT infrastructure and will therefore also be shared with their data processors Microsoft and Amazon Web Services.

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 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:


Time information kept for

Records relating to any spending funded by a grant

10 Years

Applications for the scheme and evidence submitted in support of it.

10 Years

Records to enable any reasonable adjustments to be made in order to provide this service (if applicable)

10 Years

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.

If you wish to make a request for information held by DESNZ, please use their contact details below.

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 information.governance@doncaster.gov.uk 

You can contact the Department for Energy Security and Net Zero (DESNZ) Data Protection Officer at:

Data Protection Officer
Department for Energy Security and Net Zero
1 Victoria Street
Email: dataprotection@beis.gov.uk 


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:

Website: www.ico.org.uk 

Telephone: 0303 123 1113      

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



Last updated: 16 March 2023 16:27:57

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