Young people's accommodation privacy notice

This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).

The council has appointed Veritau to be its data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

We may collect the following personal data:

  • names and address  
  • date of birth
  • contact details
  • financial information
  • family and household information

We may collect the following sensitive/ special category data:

  • medical information,
  • information relating to your convictions
  • equality data

Why do we collect your personal information?

Your information is collected for the purposes listed below:

  • assess the purposes of tenancy management
  • undertake risk assessments
  • develop support plans and support planning
  • assess young people’s partnership data
  • make referrals to specialist support services
  • Investigate complaints and reviews raised by you or other individuals
  • assist with the planning of new and reviewing of current services

Who do we share this information with?

In order to provide the best possible service, the council needs to work jointly with third party organisations. These organisations may have access to your personal data in order to assist with supporting you whilst you are in the council’s accommodation, with moving to independent living and to assist the council in its duties as a landlord. If the department uses a third-party organisation, it will always ensure that a data sharing agreement is in place which protects the security of your data.

The sharing of your data with third party organisations would be to assist in providing you with the support and guidance to move through the young people’s pathway for young people, to access independent accommodation and to provide you opportunities for education, training and employment. The council will only share your personal data in order to utilise the expertise of external specialist agencies to provide a bespoke service where needed.

Data will also be shared with internal teams/ third party organisations for the prevention of crime and to safeguard children and adults at risk.

Where necessary, data may be shared with relevant internal council departments such as council tax and revenues and benefits, adults and children’s social care. 

Where necessary, data may be shared with the following external organisations:

  • other local authorities
  • housing providers and landlords
  • specialist support services
  • North Yorkshire police
  • young people’s partnership
  • probation service and community rehabilitation service, youth offending team or the prison service
  • hospitals, mental health services and GP services

How long do we keep your information for?

Data held

Retention period

Residents property files

6 years

Risk assessments

6 years

Support files

6 years

Client contact notes

6 Years

What is our lawful basis for processing your information?

North Yorkshire Council relies on the following lawful basis to process your personal data:

  • UK GDPR Article 6 (1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject
  • UK GDPR Article 6 (1)(d) - processing is necessary in order to protect the vital interests of the data subject or of another natural person
  • UK GDPR Article 6 (1)(e) - 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 controller

When processing criminal conviction information, to satisfy article 10 of the UK GDPR, processing will meet schedule 1 of the data protection act 2018 as below:

  • (6) Statutory and government purposes
  • (10) Preventing or detecting unlawful acts
  • (18) Safeguarding of children and individuals at risk

When processing special category data, the council will rely on the following lawful basis:

UK GDPR Article 9 (2) (g) – processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:

  • (6) Statutory and government purposes
  • (8) Equality of opportunity or treatment
  • (10) Preventing or detecting unlawful acts
  • (18) Safeguarding of children and individuals at risk

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.