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Camden Council is part of the Government’s initiative for families with complex needs. This aims to support families struggling to cope who are facing multiple challenges.
The Council will be identifying those families with the most pressing and complex needs. This will involve some sharing of information between council departments and with other organisations. Any such sharing will be done proportionately and lawfully for the purpose of identifying those families who most need this support. Sharing will be done to ensure that services are better coordinated and focused for those families.
Further information on the Government’s Trouble Families Programme can be found at on the GOV.UK website.
For further information on Camden’s work in this area, contact 020 7974 1786. You can also view and download the following privacy notice:
Sharing Basic Details across Council Services - Camden Residents’ Index (CRI)
Camden Council aims to provide you with efficient and timely services and to do this we need to co-ordinate our services. To achieve this, we use Camden Residents’ Index (CRI). The CRI is a system that enables the council to link together citizen records from different source systems across the Council to give a single view of the citizen, also called a Golden Record. The system generates a view of a citizen’s involvement with different services across the council.
The CRI also displays the household view, pivoted around the address. Only records that have been active within the last two years will be included. No data is actually held in CRI so any changes to the data (as well as retention policies) are applied within the source systems. There is no third party access to CRI.
Systems that feed data into CRI include: Electoral Roll, Council Tax, Housing Benefits, Adult and Children’s Social Care system, Pupil database (Schools Admissions, SEN and Inclusions system), Parking Permits, Accessible Transport (Freedom Passes), Libraries, Contact Camden, Housing, Youth Offending, Early Years and the Connexions data.
Information provided to Camden Safety Net is not displayed in the CRI (although it is used for reporting purposes behind the scenes, eg. by the Resilient Families team). Data displayed in CRI includes basic demographic data (name, address, DOB, sex, marital status, ethnicity, contact details, source system reference numbers including NINO, NHS number, Unique Pupil number, and some flags (eg. disability, caution flag etc). The information displayed in CRI is used for:
- safeguarding purposes (for example to alert social workers if a new adult moves into the household – a recommendation following the tragic Baby P case)
- to improve customer care (eg. seamless electoral registration)
- to detect and prevent fraud (eg. illegal subletting)
- for online verification of some services (eg. online housing account for council tenants and the renewal of Freedom Passes).
Approximately 300 staff across the council have access to CRI. Their access is tailored on a need to know basis and the majority of the system users will only access the Adults’ records. Access to children’s records is restricted to children’s services staff (the complex families teams, children missing education, safeguarding, admissions fraud etc), system administrators and audit teams. Additionally, the system has the ability to shield records such as records restricted in the source system, or staff or celebrity records.
The Homelessness Reduction Act was brought into effect throughout England on 3rd April 2018.
As part of putting this new Act into practice, Local Authorities have been asked to provide the Government with some specific data in order to help them with a study called ‘Understanding more about what causes homelessness and how well homelessness services meet peoples’ needs’.
The Council’s Benefits, Council Tax and Housing teams will share data with each other and with an organisation called Policy in Practice to maintain a Low Income Family Tracker dashboard with the aim of identifying residents who are at risk of homelessness and/or poverty. The dashboard enables analysis of anonymised data to enable the council to understand the volume and geographical location of low income families at risk of financial hardship and eviction. The information shared is resilience indicators to identify those at risk of homelessness and/or poverty. These resilience indicators including income, economic, disability and benefit status, rent arrears, Council Tax data, pension credit uptake, discretionary housing payments, those impacted by the Local Housing Allowance. It also includes eligibility for free school meals, pension credit, free healthy start food vouchers, and watersure tariff. Names, addresses, telephone numbers and email addresses will also be shared so that those at risk of homelessness can be identified and contacted. Where agreed, personal data may then be used by designated council officers to contact residents with offers of appropriate support such as maximising benefit income, homeless prevention, targeting of hardship payments and make referrals for debt advice.
Financial resilience data derived from data held by the services listed above will also be shared with other services such as Social Care to enable the identification of people known to those services who are at risk of becoming homeless or experiencing poverty. This will be done so that these individuals may be offered additional support to prevent poverty or homelessness.
The Welfare Reform Act 2012 and Social Security (Information-sharing in relation to Welfare Services) Amendment and Prescribed Bodies Regulations 2013 enables a local authority to share data between relevant departments in order to prevent or reduce homelessness and/or poverty, award local welfare assistance, support disabled and adult social care users to access financial assistance and to support children. The sharing of data with Policy in Practice has been approved by the Department for Work and Pensions and the use cases are consistent with the Memorandum of Understanding on data sharing between Camden Council and the DWP.
Council Tax data sharing with ONS (Office of National Statistics)
Camden, along with most local authorities, has entered into a Data Sharing Agreement (DSA) with ONS around council tax data. For this project ONS will require a monthly extract of Council Tax data from every Local Authority in Great Britain. This extract of the required variables is taken from the Local Authorities Revenue and Benefit system. For all variables, except for payment details, this is a snapshot from the day of extract.
ONS has advised that:
"Council tax data has been identified as an important administrative source for quality assurance of the census. This is due to the level of detail in the data, which will allow ONS to quality check the information collected for census, against information in the Council Tax data, ensuring that the most accurate information is used.
This will enable the ONS to improve a range of statistics. The data would allow them to produce more accurate local level area population estimates, which would bring improvements to the quality and timeliness of a range of other statistics such as on housing, inequality and poverty. Statistics such as the Consumer Price Index including owner occupiers housing costs (CPIH) would be improved which could have a significant impact on standards of living. These will then inform important changes in policy aimed at reducing poverty and improving people’s standard of living. This DPIA covers the ONS acquisition of Council Tax data from every local authority in England, Wales and Scotland."
The data to be shared is:
UPRN: Unique Property Reference Number, if available.
PUR: Property Unique Reference, mandatory field.
Company/organisation or exors name: To include any organisations/companies or executors that are paying the council tax for the property.
First name of primary liable party: Forename of council tax payer
Middle name/names of primary liable party: Any middle names held
Surname of Primary Liable Party: Surname of council tax payer
Full name of parties classed as liable or otherwise for CT: Full name of any other named individual given, first name, middle name, surname order
Property Address and Postcode
Council tax band: Council tax band of property at time of extract
Provisional band: Flag to identify if CT band is provisional
Disabled band reduction: Council tax band of property with Disabled band reduction
Annual council tax band cost / rate (exclusive of discounts): Gross annual liable charge for the year at point of extract. The true gross annual charge as if they have been in that property for the full year
Any council tax reduction paid to any current liable parties: Flag to indicate whether any current liable parties have received reduction entitlement as at extract date
Council Tax Reduction: Council tax reduction at extraction date, amount in pounds and pence
Current liability date: Date that the current council tax payer (the live account at extract date) started to pay council tax on this property
Exemption flag: Flag to indicate if the property is exempted from paying council tax
Exemption type: The reason for the exemption (class of exemption)
Date exemption applied: Earliest date this exemption has been applied
Discount flag: Flag to indicate if the property is paying council tax at a discounted rate or if a disregard is applied
Discount type: The reason for the discount
Discount value: Percentage discount given for entire year (at time of extract). Decimal to account for local discounts
Date discount applied: Earliest date this discount has been applied of the latest instance at the extract date
Disabled band reduction: Council tax band of property with Disabled band reduction
Annual council tax band cost / rate (exclusive of discounts): Gross annual liable charge for the year at point of extract. The true gross annual charge as if they have been in that property for the full year
The legal basis has been identified as:
Personal data: 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. The authority for ONS to produce, promote and safeguard official statistics is found in the Statistics and Registration Service Act 2007.
Special Category data: Article 9(2) (g) substantial public interest - processing is necessary for reasons of substantial public interest, on the basis of 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. Use of Article 9 2(g) requires that the Data Protection Act Section 10(3) be satisfied. This requires that a condition within Schedule 1, Part 2 is met. This is Statutory etc., and government purposes under Para 6(1)(2), the authority for ONS to produce, promote and safeguard official statistics is found in the Statistics and Registration Service Act 2007.
Please note: Once data is received by ONS data subject rights effectively do not apply partly as the data is not held by them in a way that allows individuals to be identified (anonymised or pseudonymised) or is exempt from certain rights due to their processing data for statistical purposes. Therefore, if you want to object to this data being shared with ONS you will need to contact the council DPO@camden.gov.uk and request to object to the sharing of the data. As the legal basis is not consent no prior consent is required. However, you can object to the processing by emailing the council and your data will not be shared.
The council has undertaken a full DPIA for this and it can be viewed here.
Child protection information sharing project (CP-IS)
The child protection information sharing project is an NHS England national initiative that has been developed to improve the protection of children known to children’s social work services.
The project links the IT systems of NHS unscheduled care settings (hospital emergency departments, out of hours GPs, walk in centres, minor injuries units, paediatric wards, ambulance services and maternity units) to the IT systems used by children’s social work so that information can be shared about children subject to a child protection plan; children in care (looked after) and pregnant women whose unborn child is subject to a pre-birth child protection plan.
Only basic details of the child will be shared including name, date of birth, address and whether they are looked after or subject to a child protection or pre-birth plan. No details of why the child is subject to a child protection plan or is looked after will be provided.
Medical staff will be able to access the system to check whether a child who is being treated at their setting is on the list. Social services will receive an electronic notification every time a child on the list has their name searched.
Medical staff will then contact social services to provide details of the reason for the child being seen and whether any concerns have been identified.
CP-IS is a secure system and only authorised staff involved with the care of a child can access the information.
The CP-IS system is governed by a national information sharing protocol which provides the necessary safeguards for the handling of personal sensitive information.
The Rogue Landlord and Agent Checker
Camden Council is part of the Greater London Authority’s (GLA) Rogue Landlord and Agent Checker. All London councils have now agreed to participate in the Rogue Landlord and Agent Checker. It publicly displays information about private landlords and letting agents who have been prosecuted or fined by all London Boroughs and the London Fire Brigade.
The Checker is a two-tier database hosted by the GLA. The first tier is for general public access and gives details of landlords and letting agents with unspent criminal convictions for housing-related offences under such legislation as: Housing Act 2004, Housing Act 1985, Prevention of Damage by Pests Act 1949, Environmental Protection Act 1990, Protection from Eviction Act 1977, Fraud Act 2006.
The first tier includes information such as:
- landlord/agent name,
- part of home address: road name and first part of postcode.
- address of property associated with the offence,
- offence details, date of conviction, place of conviction(ie which court) and any sentence /fine
The second tier is for selected staff in Private Sector Housing teams at all London local authorities, to view spent and unspent convictions, cautions, and civil penalty notices (up to six years old) in addition to the information in Tier 1.
The Checker will support Camden housing officers, environmental health officers, fire brigade officers and trading standards officers in their enforcement efforts, through information sharing and increased awareness amongst renters, landlords and letting agents of the work that councils are doing locally to crack down on criminal behaviour. The processing is considered to be necessary in respect of the performance of our underlying statutory powers of enforcement and for reasons of substantial public interest.
Information on the Checker will be shared from three London Borough of Camden departments (private sector housing, trading standards and housing options) with the other London Boroughs.
The database is a secure system and only authorised senior staff can edit and add details on the database. Camden has an Information Sharing Procedure agreed with the GLA relating to the Rogue Landlord and Agent Checker.
Further information can be obtained from the GLA.
You have rights under the General Data Protection Regulations and Data Protection Act 2018 about data we hold about you. You can find more information about your rights here and on the Information Commissioner’s website.
The legal basis for processing is Consent . By visiting one of the Council’s Facebook pages, you consent to your personal information being processed. You do not need a Facebook account to visit a page which we administer.
We use Facebook ‘Insights’ which provides us with statistics and insights to our page. We do not receive personal data through the Insights tool. The information can only be seen by page administrators and helps us to understand the types of actions people take on our page and helps us to better understand page performance. Learn more about how Facebook processes your personal data for Facebook Insights.
Facebook collects Cookies, which are small files stored on a user's computer and is designed to recognise specific client and website interaction. Cookies can recognise your computer so you don't have to give the same information several times, recognise you may already have given a username and password or measure how people use the website.
Data sharing with MHCLG to evaluate rough sleeping support during and after the COVID-19 2020 Spring lockdown
The Ministry of Housing, Communities and Local Government (MHCLG) is undertaking an evaluation of the support provided to people sleeping rough or at risk of sleeping rough during and after the COVID-19 national lockdown. Please see the privacy notice here for further information about how the council and MHCLG will process personal data as part of this research.
Prevent is part of CONTEST, the Government’s counter-terrorism strategy and concerns safeguarding and supporting those vulnerable to radicalisation. Its aim is to reduce the threat to the UK from terrorism by stopping people becoming terrorists or supporting terrorism.
Channel forms a key part of Prevent and Camden’s Channel Panel adopts a multi-agency approach to identify and provide support to individuals who are at risk of being drawn into terrorism. The police or local authority coordinate activity by requesting relevant information from panel partners, including social workers or the health services, about a referred individual. They will use this information to make an initial assessment of the nature and extent of the vulnerability of the person referred. The information will then be presented to a Channel Panel. It does this in line with the requirements of HM Government’s Channel Duty
The partners of a panel must cooperate with the panel and the police in carrying out their functions for Channel. The duty to cooperate extends as far as is compatible with the partners’ legal responsibilities in respect of their functions. Compliance with the duty does not require or authorise the making of a disclosure that would contravene the DPA 2018 or the GDPR.
See the full service privacy notice here
Energy Grant Processing
See the Social Housing Decarbonisation Fund (SHDF) privacy notice here
Virtual School head role extension to children with a social worker
Virtual School Heads have a strategic leadership role in promoting the educational outcomes of the cohort of children with a social worker and those who have previously had a social worker who are aged from 0 up to 18. We work with agencies to understand and address the disadvantages that children with a social worker can experience and help to demonstrate the benefits of attending an education setting, with the aim of narrowing the attainment gap. Regularly attending school or college is vital for children’s educational progress, for their wellbeing, and for their wider development. For children with a social worker, attending school was also a protective factor and throughout the pandemic, during periods when schools have been open to all pupils, attendance of children with a social worker has remained lower than that of all pupils and regular attendance is important for improving outcomes.
To effectively identify the needs of these children and ensure they can access interventions that make a difference to their education, Virtual School Heads will work with schools to identify children with low attendance and promote professional practice for education settings to champion high levels of support. The Virtual School will share the attendance data with the allocated social workers to encourage effective information sharing and safeguarding. All educational establishments and internal relevant departments are fully aware of the project and understand the proposed collection and usage of the data.
Our legal basis for processing under the GDPR is Article 6(1)(e) public task with the underlying law being Children Act 1989, Children and Families Act 2014 and the Localism Act 2011.
Proactive contacting of vulnerable council tenants about mould/damp problems
As part of Camden’s statutory responsibilities and public commitment to maintaining high quality properties that promote health and wellbeing, we may pro-actively contact tenants living in council-owned or council-managed properties to screen and assess needs relating to damp/mould problems. Personal data about relevant risk factors such as age, household size/overcrowding, presence of young children, and presence of underlying health conditions may be processed to fulfil this obligation. Personal data may also be shared with Kwest, an approved external third-party organisation for initial contact under this purpose.
The legal basis for processing personal data is article 6(1)(c ) legal duty and 6(1)(e) public task, for special category data art 9(2) (b) Employment, social security and social protection, with the Data Protection Act 2018 Schedule 1 Part 1 condition being para 1 Employment, social security and social protection; and art 9(2) (g) Reasons of substantial public interest with the Data Protection Act 2018 Schedule 1 Part 2 condition being para 6 Statutory and government purposes and the underlying law for all being the Housing Act 1996 and the Localism Act 2011.
Integrated Front Door (Children’s Services Contact Centre)
See the privacy notice here for information.
Cost of living campaign
In response to the cost of living crisis, we have developed a call to action for people to donate to charities helping to support people through the Cost-of-Living Crisis (COLC) in Camden. We will be writing to council tax payers at Band G and H rated Council Tax properties only, to ask them, if they are in a position to do so, to donate to Camden Giving and the Young Camden Foundation which are two local charities involved in supporting people in the COLC. There will also be other information about other ways to support initiatives responding to the cost of living crisis in Camden, e.g. by volunteering or donating food to food bank providers.
This will involve processing the names and addresses of those residents in Band G and H rated properties. Prior to writing out to the Band G and H council tax payers, we will remove those who are Camden Council housing tenants, those who receive council tax support and those in Council Tax arrears.
The letter will also share information about cost-of-living crisis support available in the borough, in case those receiving the letter are in need of support.
The legal basis for personal data is public task article 6(1)(e) with the underlying law being the Localism Act 2011. The Data Protection Act 2018 schedule 1 part 2 condition met is para 6 (Statutory and government purposes) with the underlying law being the council’s well-being powers in the Localism Act 2011.
Home loss compensation payment offsets
On estates facing major repair or improvement or where we need to move residents due to severe disruption, and a home loss compensation payment is applied, the Council will offset monies owing to the council from the home loss payment. Home loss payments are payable under the terms of the Land Compensation Act 1973 to owner-occupiers and tenants of dwellings displaced by compulsory purchase or public redevelopment.
Camden Council have a duty to protect public funds we administer which includes the recovery of monies owed to the council through the landlord and tenant relationship such as rent arrears and other tenancy related debts, and other debts owed to the council such as sundry debts. We will offset these debts against the home loss payment.
We will share information internally around debts owed to the council to enable offsetting to be undertaken. The personal data will include name, address, details of debt and amount of debt and information such as reference numbers.
The legal basis for sharing the data is article 6(1)(e) (public task) with the underlying law being the Land Compensation Act 1973 and the Localism Act 2011. No special category data or criminal offence data are expected to be shared.
Early Help services
See privacy notice here which includes Integrated Early Years, Family Support and Complex Families and Integrated Youth Support Services (IYSS).
Tenant Participation Scheme
See privacy notice here for information about how your data is used.
Camden Organisational Development, Learning & Development (COD and L&D) provide training and learning opportunities for Camden staff, Early Years Settings (PVIs), Childminders and some external organisations. We use data to review, manage and maintain records of booking, payment, attendance, and evaluation. We will collect information if you choose to complete any forms or if you contact us with requests or queries.
The Categories of Personal Data
- Email address (business wherever possible)
- Employee name and email address
- Courses booked, attendance, outcomes
The legal basis for processing
The legal basis for processing personal data is UK GDPR article 6(1)(e) public task. No special category data is being processed.
The categories of recipients that the council has or will disclose the data to
We will share your name and job title only with contracted training providers if they deliver you training. All trainers are obliged to keep your details securely. We undertake general data matching or data sharing in certain areas for the prevention or detection of crime, you can find out more information on that at www.camden.gov.uk/privacy
The criteria used to decide the retention period
If you are employed by the London Borough of Camden and work with children or vulnerable adults we will keep your personal data for the duration of your employment plus 25 years.
If you are employed by London Borough of Camden and do not work with children or vulnerable adults we will retain records in line with Camden’s data retention schedule for employees - the duration of employment plus seven years.
If you work at an external organisation, we will keep your data while the account is active and then for three years after the account is closed.
We will not transfer your Personal Data outside the EU/EEA.
Camden Council is working in collaboration with the GLA to pilot an ‘Energiesprong’ model where we bring our social housing homes to a carbon net zero standard, improve the energy efficiency and, therefore, reduce energy bills. This is achieved by installing pre-built insulated walls, roofs which incorporate solar panels, pre-built mini extensions which incorporate new heat pumps built off site in a specialist factory.
We will collate your information such as your name, contact details, and other relevant details such as health/disability/language, and provide these to our partnering contractor, United Living, who will use these details to assist with access arrangements initially for surveys, and then construction works. The contractor will also be able to use this information to better design the construction/build based on any personal requirements. The completed project will protect the residents against fuel poverty, improve the comfort of their homes, assist the decarbonisation of the local electricity grid, and help meet the local and national carbon net zero target.
The legal basis which allows this activity is UK GDPR Article 6(1) (e) public task. Special Category data UK GDPR Art 9 condition Art 9(2) (g) Reasons of substantial public interest with the Data Protection Act 2018 Schedule 2 Part 2 conditions being para 6 Statutory and government purposes, with the underlying laws Health and Safety at Work etc Act 1974 and Localism Act 2011.
Breast screening project for people with learning disabilities
Camden Learning Disability Service are taking part in the NHSE & Cancer Alliances project to improve breast screening participation for people with disabilities.
The aim of the project is to improve the health outcomes for people with learning disabilities by ensuring the breast screening programme has appropriate patient data, such as level of learning disability and what reasonable adjustments are needed to encourage people with breasts of eligible screening age with learning disabilities who have not attended their breast screening appointment to do so.
The sharing of this information will support the provision of direct care to people with breasts of eligible screening age. The data involved is:
- name, address, contact details
- NHS number
- category of learning disability
- level of support and reasonable adjustment required
Who is it shared with?
The Royal Free Breast Screening Service.
The legal basis:
The legal basis is Article 6 (1)(e) public task for personal data. Special category data is Article 9(2)(h) Health or social care (with a basis in law) with the Data Protection Act 2018 schedule 1 part 1 condition being para 2 health and social care purposes.
Social Housing Decarbonisation Fund scheme
See the privacy notice.
Webcasting of council meetings, and recordings made of them by the public
The council may record Committee Meetings for webcasting live, via on demand view, or both. The Chair will advise attendees when recording/webcasting is taking place. The personal data recorded will be the audio and video of the meeting and participants, which may include public attendees. The recordings will be available at Camden Council - Civico. The data is held for 12 months.
The council’s legal basis is article 6(1)(e) (public task), and where special category data is recorded directly or indirectly (for example headwear or visible religious symbols indicating religion, or disability aids indicating disability) the legal basis is Art 9(2) (g) Reasons of substantial public interest with the Data Protection Act 2018 Schedule 2 Part 2 conditions being para 6 Statutory and government purposes, and the underpinning laws being the Local Government Act 1972 and the Localism Act 2011.
Recording by the public
The Openness of Local Government Bodies Regulations 2014 gives the public the right to film, audio record, take photos and use social media and the internet to report on any meetings that are open to the public. Members of the public undertaking this are not part of the council’s area of Data Controllership, and the council has no control over their recording or further use of such data. If members of the public are concerned by the actions of people recording in the meeting such that it is causing disruption or distress they should bring it to the Chair’s attention at the time, or if after the event they may consider contacting the police if the behaviour was harassing or distressing, or the ICO (see main privacy page for contact details) if there are complaints about the member of the public’s publication etc of recordings made.
See the privacy notice
Housing Allocations Research
See the privacy notice