Privacy notices

Benefits and Welfare Services Privacy Notice

Who we are

Slough Borough Council ('the Council') administers welfare and benefit services, including Housing Benefit, Council Tax Support, and related financial assistance schemes.

This privacy notice explains how we collect, use, and protect your personal information when you apply for or receive these services.

This notice forms part of our ongoing work to ensure compliance with data protection law and the Department for Work and Pensions (DWP) Memorandum of Understanding (MOU), which sets out how local authorities must handle, and safeguard data received from the DWP.

We are the data controller for the personal data we collect and process for these purposes.

The information we collect

We collect and process personal information needed to assess your entitlement to benefits and related services.

This may include:

  • name, title, and date of birth
  • address and previous addresses
  • contact details (email and phone number)
  • marital status
  • National Insurance number
  • nationality and residence status
  • financial details such as income, bank accounts, or savings
  • tenancy and landlord details
  • property type and rent charged
  • student status (if applicable).

We may also collect special category (sensitive) information, such as:

  • disability or health information
  • details of household members (name, gender, relationship, and circumstances).

We only collect the minimum information necessary to carry out our statutory functions and meet DWP MOU security requirements.

How we collect your information

We may collect information:

  • directly from you (online forms, paper applications, email, telephone, or in person)
  • from someone acting on your behalf
  • from other public bodies, including:
  • Department for Work and Pensions (DWP)
  • HM Revenue and Customs (HMRC)
  • other council departments (e.g. Council Tax, Housing, Adult Social Care, Fraud Team)
  • other local authorities (for verification, transfer of claims, or fraud prevention)
  • The Cabinet Office (National Fraud Initiative)
  • electoral services or enforcement agencies, where appropriate.

Why we use your information

We use your information to:

  • process and manage your Housing Benefit and Council Tax Support claims
  • assess eligibility for discretionary or related schemes, such as:
  • Discretionary Housing Payment
  • Council Tax hardship support
  • Blue Badges
  • Disabled Facilities Grant
  • free school meals and food support
  • residential or domiciliary care
  • household Support funds
  • detect and prevent fraud or error
  • support people at risk of homelessness
  • communicate with you and improve our service delivery
  • recover overpayments or unpaid Council Tax.

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases:

  • 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.
  • Article 6(1)(c) – processing is necessary for compliance with a legal obligation.

For special category data, we rely on:

  • Article 9(2)(g) – processing is necessary for reasons of substantial public interest, supported by Schedule 1, Part 2 (paragraphs 6 and 18) of the Data Protection Act 2018.

These activities are authorised under legislation including:

  • Social Security Administration Act 1992
  • Social Security Contributions and Benefits Act 1992
  • Housing Benefit Regulations 2006
  • Welfare Reform Acts 2012 and 2016
  • Local Government Finance Acts 1992 and 2012
  • Council Tax Reduction Schemes Regulations 2013
  • Fraud Act 2006.

Who we share your information with

We may share your data with trusted organisations to deliver services, comply with statutory requirements, or prevent fraud.

These include:

  • Department for Work and Pensions (DWP)
  • HM Revenue and Customs (HMRC)
  • Cabinet Office (National Fraud Initiative)
  • other council departments (Housing, Adult Social Care, Fraud Teams, etc.)
  • your landlord (if Housing Benefit is paid directly)
  • employers (for recovery of overpaid benefits where lawful)
  • enforcement agencies, auditors, and contractors providing technical or administrative support
  • The Valuation Tribunal and Tribunal Service (for appeals)
  • other local authorities (for verification or claim transfer).

All data sharing is governed by formal agreements and DWP MOU requirements, ensuring compliance with data protection law and secure handling standards.

We may also share information:

  • where required by law
  • to prevent or detect crime
  • where disclosure is in the vital interests of the individual.

How long we keep your information

We keep your personal information only as long as necessary to:

  • manage your claim and related services
  • meet legal, audit, and reporting obligations
  • prevent or detect fraud.

In most cases, we will retain records for six years after your claim ends, unless a longer period is required by law or for fraud investigations.

How we keep your information safe

We store your information securely within council systems protected by access controls, encryption, and audit monitoring.

All staff handling DWP or benefit data receive mandatory security and data protection training and comply with the DWP MOU Code of Connection and the Council’s Information Governance Framework.

We do not store or transfer your data outside the UK without adequate safeguards.

Automated decision-making

Some benefit calculations are made automatically using data from DWP or HMRC systems. You have the right to request a human review of any automated decision that affects you.

Your data protection rights

You have the right to:

  • access your personal data (Subject Access Request)
  • ask for incorrect information to be corrected
  • request deletion of your data (where applicable)
  • restrict or object to processing
  • request a review of automated decisions
  • complain to the Information Commissioner’s Office (ICO) if you’re unhappy with how we’ve handled your data.

Information Commissioner’s Office contact details:

To exercise your rights, contact, DataProtectionOfficer@slough.gov.uk. We will attempt to respond within one month.

Contact us

For benefits or service-related queries, including consent withdrawal email:

  • benefits@slough.gov.uk

For data protection or privacy enquiries email:

  • DataProtectionOfficer@slough.gov.uk