Warm Well Homes scheme privacy notice

The data controller for the information we collect

This Privacy Notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data for the Warm Well Homes Scheme.

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. Our contact details are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

Leeds City Council appointed Groundwork Leeds (the processor) to assess your eligibility for the scheme and Equans UK Ltd (and their sub-contractors) who will act the processors on behalf of Leeds City Council to undertake any improvement works to your properties.

The data we will collect

To deliver the Warm Well Homes scheme, we will process data on:

  • name
  • address
  • date of birth
  • contact details
  • information to help us assist you
  • property information relevant to energy efficiency and the improvements required.

Special category (including finance data):

  • data concerning health
  • income data

How we collect information about you

We collect information about you from you from our contractors. We may also obtain your information from other sources, such as:

  • internal council departments
  • why we process your data

Why we process your data

We use your information to:

  • assess your eligibility to the scheme
  • verify the improvements required

All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purposes specified.

Lawful basis for processing

We will process your data in accordance with UK GDPR Article 6(1). The processing shall be lawful only if and to the extent that the following applies:

Article 6(1)(a): the data subject has given consent to the processing of their personal data for one or more specific purposes.

We process your special category data under Article 9(2)(a): the data subject has given explicit consent to the processing of those personal data for one or more specified purposes.

Withdrawing your consent

You have the right to withdraw your consent from participating in the scheme at any time. Withdrawing your consent will not affect any services or benefits you receive as a tenant of the Council. However, it may mean you will not be eligible for any energy efficiency measures for your home to improve energy efficiency, lower bills, and reduce carbon emissions. If you decide that you no longer wish to participate in the scheme, please contact us.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your eligibility information will be kept for 1 year after the end of the financial year for your application, unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived.

We will need to retain data about the works undertaken in your home for twelve years after installation in case of any technical issues that arise.

Who we share your data with

We share your data with agencies shown below as follows:

  • Groundwork Yorkshire who will undertake eligibility assessments for the scheme
  • Equans UK Ltd and their subcontractors to facilitate the installation of the energy efficiency measures

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject
  • in order to protect your vital interests or the vital interests of another natural person
  • for the purposes of security and prevention of fraud and other criminal activity
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision-making, including profiling.

Your rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

The following data rights are available under the UK GDPR and apply where we process your information based on your consent.

  • the right to access (where you can ask for copies of your personal data)
  • the right to rectification (where you can ask us to rectify inaccurate personal data and to complete incomplete personal data)
  • the right to erasure (where you can ask us to erase your personal data)
  • the right to restrict processing (where you can ask us to restrict the processing of your personal data)
  • the right to data portability (where you can ask that we transfer your personal data to another organisation or to you)
  • the right to object to processing (where you can object to the processing of your personal data)
  • the right to complain to a supervisory authority (where you can complain about our processing of your personal data)
  • withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent)

These rights are subject to certain limitations and exceptions. You can learn more about your rights and how to exercise them, with further details on the Information Commissioner’s Office website. You may exercise any of the above rights in relation to your personal data by writing to us using the contact details provided below.

If your data is sent to other countries

The information you provide will not be transferred to another country outside of the UK. 

Contact us

Any queries in relation to this privacy notice should be forwarded to:

Name: Home Energy Help 
Phone: 0113 336 8812
Email:  homeenegyhelp@leeds.gov.uk 

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB

DPO@leeds.gov.uk 

The Council privacy notice is available online.

Complaints

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance. 
Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy. You can find out how to submit a complaint.

If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 18 December 2024.