Skip to main contentAccessibility Statement
  1. Home
  2. Your council
  3. Service privacy notices

Warm homes: local grant privacy notice

1. Council contact details

1.1.    West Northamptonshire Council

Registered Office:
One Angel Square
Angel Street
Northampton, NN1 1ED
Contact centre telephone: 0300 126 7000

The Data Controller is West Northamptonshire Council
ICO registration number: ZA896620
The Sustainability Team can be contacted by email at [email protected]

1.2 This privacy notice sets out the information for the Council’s Warm Homes Scheme which covers:

  •  A Delivery of the Warm Homes: Local Grant in West Northamptonshire
  • B Providing home energy improvement grants to eligible households
  • C Undertaking eligibility checks as part of the grant application process

The Warm Homes scheme provides home energy improvement grants to those on low incomes; certain means tested benefits and those living within priority postcodes. Grants provided through the Warm Homes scheme are subject to meeting eligibility criteria which are set by the Department for Energy Security and Net Zero (DESNZ). The council delivers the Warm Homes scheme in collaboration with its delivery partner, Sureserve Energy Service UK Ltd. In order to evidence eligibility for the scheme you will be expected to provide supporting evidence. Any data we collect will be for the sole purpose of evidencing eligibility, contact to arrange a survey, arrange installations and collect feedback on the service you have received.

1.3 This privacy notice should be read in conjunction with the Corporate Privacy Notice and the Data Protection Policy.

In addition the DESNZ Privacy Notice for End-Users should also be read in conjunction with this privacy notice.

2. Information that we hold

2.1. Information about the types of data we collect to deliver this service.

The personal and special category data we collect varies according to the purpose of the contact.

Applications for our services are restricted to people living in West Northamptonshire. Anyone is entitled to contact the Council about our service.

The information we hold may include:

  • Your name (including forename and surname)
  • Your address (including postcode)
  • Your telephone number(s)
  • Your email address
  • Evidence of eligibility for certain means tested benefits (Housing Benefit, Income-based Jobseekers Allowance, Income-related Employment and Support Allowance, Income Support, Pension Credit (Savings and Guarantee) and Universal Credit)
  • Evidence of eligibility for free school meals
  • Evidence of eligibility for a council tax reduction based on low income
  • Evidence of eligibility of vulnerability to the cold (doctors letter or similar)
  • Evidence of Citizens Advice energy supplier referral (letter/email or similar)
  • Proof of income (such as payslips, bank statements, P60 Tax Returns, Self-assessment Tax Returns and Pension Statements)
  • Imagery (such as drivers licence)
  • Property ownership details
  • Occupier details
  • Tenancy arrangements

3. How and why your information is collected and used

3.1. How we collect this personal information.
Most of the personal information we process is provided to us directly by you in the following ways:

  • Face to Face
  • Application form
  • Telephone
  • Email or in writing

3.2. Why we collect your information.

The Council will collect the data you provide in your application for the purposes of eligibility checks to meet the government criteria prior to obtaining funding through the scheme.

The information we collect, and store is also used to provide an auditable record of service delivery and enables us to contact people initiating reports, issues reporting, case study requests, further supporting information or provide updates.

Whenever we collect information, we always limit this to only the details that are needed. We ensure that data is used and stored safely and securely. We require anyone we share information with, or who uses it on our behalf, to do so too. All Sustainability Team and Sureserve staff have received training on data protection and information security.

3.3 Lawful processing

We rely on the following lawful reasons to process your person data in the Property Response Service.

The legal basis for processing your personal data under Article 6 of the UK GDPR is:

1(a) Consent: You consent to the processing of your personal data for one or more specific purposes such as to take part in further research and keeping you informed about future energy schemes. Should you change your mind, you can withdraw consent at any time by emailing [email protected]  
1(e) Public task: 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 data controller. The public task is the performance of functions under s.31 of the Local Government Act 2003, the duty to ensure public money is used responsibly and functions under fuel poverty and climate change legislation.

4. What we do with the information

4.1 How we use your personal information.

We collect information about people who contact the Council to: deliver the Warm Homes scheme in West Northamptonshire. This includes establishing eligibility, undertaking surveys, arranging installation of home energy and ventilation measures and undertaking post installation checks.

The information will only be used for the purposes stated when it was collected. Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

4.2. Who we share your information with.

In order to deliver a range of Warm Homes services, to undertake our statutory and non-statutory duties as a Local Authority and for us to deliver associated projects or programmes, it is often necessary for us to share information across the council and with our delivery partner Sureserve Energy Services UK Ltd.
When we publish information in public, we will follow procedures that we have in place to remove personal data associated with the record.

We will share personal information with law enforcement agencies or other authorities only if required by applicable law and in accordance with UK GDPR and the Data Protection Act 2018.

4.3 Automated Decision making

We do not use automated decision making for this processing. Automated decision-making is where decisions are made about you without any human influence on the outcome. These may affect your legal rights or have an impact on your circumstances, behavior or choices.

4.4 Data Profiling

There is no profiling undertaken in relation to this processing. Profiling is where parts of an individual’s personality, behavior, interests and habits are analysed to identify their preferences, make predictions or decisions about them.

4.5 Automated Processing including AI

The Warm Homes funding program does not use automated processing or Artificial Intelligence in respect of your personal data.

E.g. Automated processing includes use of internal or external text generation tools to create case file notes and reports. Artificial Intelligence includes the use of software to complete tasks more usually undertaken by people.

5. How long we keep your information for and how we securely dispose of it after use

5.1. Information about how your personal data is kept.

We only keep information for as long as it is needed in line with the council’s retention schedule.

5.2 We will securely dispose of your information in line with the Council's Retention Schedules.

6. How we store your information

6.1. Physical (paper) records

No paper records are retained, any paper eligibility evidence submitted by applicants to our delivery partner, Sureserve, is scanned, stored electronically and then the original paper copy is disposed of securely.

6.2 Electronic information

Digital data is securely stored by the Council and its delivery partner on the Council’s computer network and on cloud severs in the UK.

7. Your data protection rights

7.1. The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 5 of the council’s the council's Privacy Policy for further information.

7.2. Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

8. Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2. If you are still dissatisfied with how we have used your data once you have made a complaint through the council’s internal complaints procedure you have the right to complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113

9 Changes to this Service Privacy Notice

9.1 Privacy notices are live documents and will be updated or revised periodically in line with service changes and / or new legislation requirements.

This privacy notice was last updated March 2026

The update reference number is: PNS/26/053/B

Last updated 18 March 2026