Home Upgrade Grant (HUG) 2 Scheme privacy notice

This notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to provide transparency in how we process personal data for the Home Upgrade Grant (HUG) 2 Scheme.

This privacy notice will be subject to ongoing review to ensure it continues to align with the requirements of the scheme and all applicable legislation.

Purpose

The council is delivering the HUG 2 scheme to improve the energy efficiency of homes in Leeds, and if you are eligible the grant scheme can provide a number of different measures. To process your application, we will need your data to share with Everwarm, who have been contracted to deliver HUG on behalf of Leeds. We will also need to share some of your data with the Department of Energy Security and Net Zero (DESNZ) in order to report how the grant fund has been spent.

Leeds City Council are acting as the independent data controller of your data and we have a data sharing agreement with Everwarm. This privacy notice does not cover Everwarm and how they use your data, and you should read Everwarm’s privacy notice to understand how they will use your data.

What information do we process

If you contact us direct or your details are passed to us through another organisation to apply for the HUG 2 grant scheme, we will send your details to Everwarm to process your application.

What information do we collect 

Everwarm and Leeds City Council will collect a number of pieces of information from you, in order to support the delivery and administration of the scheme and to monitor its effectiveness. 

We also collect information about any communication or other needs you have to ensure you are able to access the grant. 

Data may also be obtained from TrustMark, other government departments and other organisations administering central or local government schemes that support energy efficiency.

The information we will collect and use is shown below:

• your name, address, and contact details including email address, phone number(s), and your equality data to ensure that information about the scheme is reaching all communities
• how you found out about the scheme
• details of all occupants aged over 18 years in your household including evidence of their incomes such as benefits letters and payslips
  
• your property details, such as the property type, wall type, Energy Performance Certificate (EPC) band, fuel source, tenure, property ownership or occupancy
  
• other scheme information, for example, scheme and application reference numbers, unique property reference, criteria under which you are eligible
  
• all information and documentation from a retrofit assessment of your home including designs, technical surveys, medium term improvement plan, fuel costs, customer survey data, signed applications forms, Property Owner Agreements
  
• for private rented properties, name, property address, email address and contact details including phone numbers of the landlord and evidence of the landlord’s eligibility
• details about the installations suitable for your home and installed under the scheme, including type, size, cost and installer details
• amounts of grant awarded to you and any financial contribution made by your landlord
• information about you and your property once installation has completed including EPC data and other survey data
• details of any complaints you have made, how these have been handled and the outcome
• if you are not eligible for the HUG 2 scheme, we will use your details to see if you would be appropriate for any other grant council schemes

Information we will share

Your personal data will be shared with:

• our appointed contractors Everwarm Ltd. for delivery, administration and evaluation of the scheme
• DESNZ and its delivery partners/agents for delivery, administration, audit and evaluation of the scheme, statistical, research and fraud prevention purposes
  
• Ofgem and other organisations administering other central and local government schemes that support energy efficiency or low-carbon heating measures. This is to prevent the duplication of support or other breach of scheme rules
  

Your personal data may be shared with TrustMark for the purpose of upholding installation standards under the scheme. Your personal data may also be shared with government departments where necessary.

We may share your data if we are required to do so by law, for example by court order or to prevent fraud or other crime.

Personal data shared may be stored on the DESNZ’s IT infrastructure and may therefore also be shared with DESNZ’s data processors Microsoft and Amazon Web Services. This means your data may be transferred and stored securely outside the UK or European Economic Area. Where that is the case, it will be subject to equivalent legal protection through the use of Model Contract Clauses.

Lawful basis for processing personal data under GDPR

The specific public task is the delivery, administration, audit and evaluation of the HUG 2 scheme, as well as statistical, research and fraud prevention purposes relating to the Scheme. HUG 2 is a government funded scheme aiming to improve the energy performance of off gas grid homes in England rated at EPC Band D, E, F or G.

Special category data

Some special category data will be requested from you including equality data, and also about any health or communication needs so we can ensure that we can put in place any special arrangements you might need to access the grant and benefit from energy efficiency installations to your home.

Retention

If you are eligible to receive grant funding from the HUG 2 scheme, your personal data will be retained and stored securely by Leeds City Council for 7 years in case of audit and by DESNZ for a maximum period of 25 years following the close of the scheme but not longer than required.

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal data from unauthorised access, loss, misuse, alteration or corruption.

Automated decision making

Your data will not undergo any automated decision making.

Security of your personal data

Leeds City Council has in place physical, electronic, and managerial procedures to safeguard the information we hold for your application and progress for the grant scheme.

Your rights

You have the right to request information about how your personal data are processed, and to request a copy of that personal data.

You have the right to request that any inaccuracies in your personal data are rectified without delay.

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.

You have the right to object to the processing of your personal data including the right to object to automated processing.

Find more information on how we process your personal information and how to make a subject access request.

Contact details

The data controller for your personal data is Leeds City Council.

You can contact the council’s Data Protection Officer, Aaron Linden at:

Complaints

You also have the right to complain to the Information Commissioner’s Office at:

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 21 December 2023.

Any changes to this privacy notice will apply to you and your data immediately.

If these changes affect how your personal data is processed, we will take reasonable steps to let you know.