General Data Protection Regulation (GDPR)

Who we are and what we do

The Benefit Department are responsible for administering and awarding Housing Benefit and Council Tax Support within the borough. They also make decisions on awards of Discretionary Housing and Discretionary Hardship Payments.

This privacy notice explains how we use information about you and how we protect your privacy in the Benefits Department.

The Benefits Department is part of Epsom & Ewell Borough Council which is a data controller. We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer, at dpo@epsom-ewell.gov.uk or by calling 01372 732000 and asking to speak to the Data Protection Officer.

As a local authority we have a number of different functions, which are explained in more detail on our Privacy and Cookies page.

What we need

We will require your name, address, National Insurance Number, bank details, dates of occupation, income and capital and who else lives with you along with their details. We will also need details of your landlord and the amount of rent paid. We may also request details of your monthly expenditure and any debts you may have outstanding.

Why we need it

We need this information In order that we can process your claim for Housing Benefit and/or Council Tax Support in accordance with the governing legislation.

In order to consider any application for Discretionary Housing Payments and/or Discretionary Hardship Fund payments, we will also require further information such as your monthly expenditure and other debts you may have outstanding

We carry out this processing as part of our legal obligation.

What we do with it

The information that you have provided will be held by us and will only be accessed by authorised council employees.

In addition to administering your benefit application, we are allowed to share data about you with others for a range of reasons. These include when we have to share your data for legal reasons and might result in your data being shared with:

  • the police
  • immigration service
  • National Fraud Initiative
  • Department for Work and Pensions
  • HM Revenue and Customs
  • Courts, tribunals and other regulatory bodies
  • the Electoral Registration Officer
  • the Council’s auditors

We may also use your personal information if it is in your vital interests, where your life is or could be in danger. This will not happen very often, if at all, but it will help to identify and assist individuals whose vital interests are threatened, and /or who need additional support during emergencies or major incidents, for example emergency evacuation.

We will share data about you between council departments so that we can keep your details up-to-date and improve our service to you. We may also share information where we have your prior consent or there is another legal reason for doing so.

If we use a third party to provide you with council services we will pass your details to them in order that they can provide the service. The third party will only be able to use data to provide the services and for no other reason. 

Processing based on consent

If we are processing your data because you have consented to us doing so you can withdraw that consent at any time by getting in touch with us. Unless there is another legal basis for us to process your data we must stop processing your data when you withdraw consent. This may mean that we can no longer provide services to you.

How long we keep it

Your personal data will be removed in line the legislation governing the assessment of Housing Benefit and Council Tax Support

What are your rights?

For full details you rights as a data subject please see our Privacy and Cookies Page.