Your data: Clinterty Travelling Persons Site pitch application and tenancy agreement

How we use your information

Aberdeen City Council collects information about you in order for you to apply for a pitch on the Clinterty Traveller Site, to manage any tenancy that you may be offered, and to collect information about housing needs and trends. The information you provide will be used to determine whether you are eligible for a pitch on the site and your priority need, to give you advice about housing options, and to provide support to enable you to maintain your tenancy.

The information you provide about your current and previous tenancies will be shared with current or former landlords so that we can check whether the tenancies were conducted satisfactorily.

Where necessary to verify your current housing situation we may share your relevant personal information with the Department of Work and Pensions, regarding any ongoing benefit claim relating to you or your household.

If your application for a pitch is successful, you will be asked to sign a lease agreement. This is a legal contract which sets out the rights and responsibilities both of the Council, as landlord, and you as the tenant of pitch you have been allocated. We will use the data you provide to communicate with you as necessary to carry out and manage the agreement.

We will provide you with relevant information on our services and consult with you on any changes we make to the service we offer. We will therefore use your information to allow us to communicate directly with you. This includes communication by our Newsbite newsletter, which is distributed via a third party printer. We will share your contact details with the printers to enable them to do so.

We will also use your data to offer the support you may need to protect your health, safety and wellbeing, or that of your neighbours. We may share your information with Educational and Social Work Services and NHS Grampian. We do this so that you can access the services which are available to you locally (for example to assist children under the age of five with accessing a health visitor). If you tell us that you have particular medical needs, we will request further information from you.

We may also share your information with Police Scotland or Fire Scotland as a need arises on a case-by-case basis.

We will share your information with the Grampian Racial Equality Council (GREC) and other local authorities in order to monitor performance, but you will not be identifiable from this information.

How long we keep your information for

We will keep your information for the length of time you are on the waiting list for a tenancy on the Clinterty Traveller Site. If, for any reason, you are no longer on the waiting list for a tenancy on the Clinterty Traveller Site (for example, if you have alternative accommodation and no longer wish to be on the waiting list) we will retain your application information for a further year from the time your name is taken off our waiting list.

If you are allocated a tenancy on the Clinterty Traveller Site we will keep your information for 7 years from the close of your tenancy, or the last acknowledgement of debt, whichever is later.

Your rights

You have rights in relation to your data, including the right to ask for a copy of it. See the Your data page for more information about all the rights you have, as well as the contact details for the Council’s Data Protection Officer. You also have the right to make a complaint to the Information Commissioner's Office if you think we haven’t handled your data properly.

Our legal basis

Aberdeen City Council is the Data Controller for your information. Wherever the Council processes personal data, we need to make sure we have a legal basis for doing so in data protection law.

The Council understands our legal basis for processing personal data in relation to your application as Article 6(1)(e) of the General Data Protection Regulation. This is because it is part of our public task of providing housing under the Housing (Scotland) Acts 1987, 2001 and 2010. We also have duties under the Social Work (Scotland) Act 1968 to assess care needs and make decisions about arranging services based on your preferences.

Where we have a legal contract with you as a tenant of the Council pitch you have been allocated, our legal basis is article 6(1)(b) of GDPR.

We also have duties under the Housing (Scotland) Act 2010 and the Scottish Social Housing Charter, to provide you with relevant information on our services, to assess and consider the accommodation needs of all groups in society, and to consult with you on any changes we may make to the service we offer as part of our public task.

In delivering this service, the Council will process special category personal data. The Council understands our legal basis for doing so as Article 9(2)(g) of the General Data Protection Regulation. This means that it is in the substantial public interest to fulfil our obligations that we have considered all relevant information when making decisions relating to your housing situation, we do this under the Housing (Scotland) Act 1987.


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