Vale of Glamorgan Council
Cyngor Bro Morgannwg
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Vale of Glamorgan Council Housing Portal

Terms and Conditions of Use

 

1. Introduction

The Vale of Glamorgan Council Housing Portal ("the Portal") is an online service that enables housing applicants, tenants, and other authorised users to manage certain housing-related services electronically.

 

By registering for, accessing, or using the Portal, you agree to comply with these Terms and Conditions. If you do not agree to these Terms and Conditions, you must not use the Portal.

 

2. Services Available Through the Portal

The Portal may allow you to:

  • Apply to join the Homes4U Housing Waiting List.
  • View and manage housing application information.
  • Bid for available properties through the Homes4U scheme.
  • View rent account information.
  • Make rent and other housing-related payments.
  • Report repairs.
  • Submit tenancy termination notifications and proposed end dates.
  • Upload supporting documents.
  • Update limited personal and contact information.
  • Access other housing services made available by the Council. Services available through the Portal may vary depending on user type and eligibility.

The Council reserves the right to add, remove, suspend, or modify services available through the Portal at any time.

 

3. User Responsibilities

You agree to:

  • Provide accurate, complete, and up-to-date information.
  • Keep your login credentials secure and confidential.
  • Notify the Council immediately if you believe your account has been compromised.
  • Ensure that all information submitted through the Portal is truthful and accurate.
  • Use the Portal only for lawful purposes.

You are responsible for all activity carried out using your account credentials.

 

4. User Eligibility

Portal accounts may only be created by:

  • housing applicants,
  • tenants,
  • leaseholders,
  • authorised household members,
  • representatives or other persons approved by the Council.

5. Misuse of the Portal

The Portal must not be used improperly or fraudulently.

 

Examples of misuse include, but are not limited to:

  • The Portal must not be used improperly or fraudulently.
  • Providing false, misleading, or fraudulent information.
  • Deliberately misrepresenting household circumstances, income, residency, or eligibility.
  • Submitting fraudulent housing applications.
  • Uploading forged, altered, or misleading documents.
  • Accessing or attempting to access another person's account.
  • Sharing account credentials with unauthorised individuals.
  • Attempting to bypass security measures.
  • Using automated tools, scripts, bots, or software to gain an unfair advantage when bidding for properties.
  • Submitting excessive or malicious repair requests.
  • Making false reports through the Portal.
  • Introducing viruses, malware, ransomware, or other harmful software.
  • Attempting to interfere with the operation, availability, or security of the Portal.
  • Using the Portal in a manner that could damage, disable, overload, or impair Council systems.

6. Verification of Information

The Council may verify information provided through the Portal against information held by:

  • The Council.
  • Government departments.
  • Benefit agencies.
  • Credit reference agencies (where permitted by law).
  • Other public sector organisations.
  • Landlords and relevant third parties.

Supporting evidence may be requested at any time.

 

Failure to provide requested information may affect an application, housing service, or tenancy-related request.

 

7. Consequences of Misuse

Where misuse, fraud, or attempted fraud is identified, the Council may:

  • Suspend or terminate Portal access.
  • Remove or reject applications.
  • Suspend bidding privileges.
  • Delay processing of applications or service requests.
  • Request additional verification.
  • Recover losses or costs incurred by the Council.
  • Take tenancy enforcement action where appropriate.
  • Refer matters to law enforcement agencies.
  • Pursue civil or criminal proceedings where legislation permits.

The Council's decision regarding access to the Portal shall be final, subject to any applicable complaints, review, appeal, or legal processes.

 

8. Document Uploads

When uploading documents, you must ensure that:

  • Documents are genuine and you are authorised to provide them to the Council.
  • Documents are clear, legible, and complete.
  • Uploaded files do not contain malicious software.
  • Uploaded content does not infringe copyright, privacy, or other legal rights.

The Council reserves the right to refuse, remove, or request replacement documents where necessary.

 

9. Data Protection and Privacy

The Council will process personal data in accordance with:

  • UK General Data Protection Regulation (UK GDPR).
  • Data Protection Act 2018.
  • The Council's Privacy Notice.

Information submitted through the Portal will be used for housing administration, tenancy management, fraud prevention, and the delivery of Council services.

 

Personal data submitted through the Portal will be processed in accordance with the Council's Privacy Notice, which explains:

  • how personal information is used;
  • the lawful basis for processing;
  • who information may be shared with;
  • retention periods;
  • individual rights under UK GDPR;
  • how to make a complaint to the Information Commissioner's Office.

 

10. Availability of the Portal

The Council aims to provide continuous access to the Portal but does not guarantee uninterrupted availability.

Access may be suspended due to:

  • System maintenance.
  • Security incidents.
  • Technical failures.
  • Circumstances beyond the Council's reasonable control.

The Council shall not be liable for any loss arising from temporary unavailability of the Portal.

 

11. Accuracy of Information Displayed

Information shown within the Portal is provided for convenience and may not always reflect real-time account activity.

 

Users should contact the Housing Service if they believe information displayed is inaccurate.

 

12. Security Monitoring

The Council reserves the right to:

  • Monitor use of the Portal.
  • Record login activity.
  • Investigate suspicious behaviour.
  • Audit transactions and submissions.

Monitoring information may be used for security, fraud prevention, safeguarding public funds, compliance with legal obligations, and investigation of suspected misuse.

 

The Council may require users to reset passwords, verify identity, or undertake additional authentication measures where security concerns arise.

 

13. Limitation of Liability

The Council shall not be liable for any loss, damage, costs, or inconvenience arising from:

  • User errors.
  • Incorrect information supplied by users.
  • Accessibility Statement Reference - Information about accessibility and alternative methods of accessing housing services is available through the Council's Accessibility Statement Failure to protect account credentials.
  • Temporary service interruptions.
  • Circumstances outside the Council's reasonable control.

Nothing in these Terms excludes liability where such exclusion would be unlawful.

 

14. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by the laws of England and Wales. Any disputes arising from the use of the Portal shall be subject to the jurisdiction of the courts of England and Wales.

 

15. Accessibility Statement Reference

Information about accessibility and alternative methods of accessing housing services is available through the Council's Accessibility Statement.

 

16. Intellectual Property

The content, design, software, and functionality of the Portal remain the property of the Council or its licensors. Users must not copy, modify, distribute, or reverse engineer any part of the Portal except as permitted by law.

 

17. Changes to These Terms

The Council may amend these Terms and Conditions from time to time. Updated Terms will be published on the Portal and will take effect from the date specified.

 

18. Intellectual Property

The content, design, software, and functionality of the Portal remain the property of the Council or its licensors. Users must not copy, modify, distribute, or reverse engineer any part of the Portal except as permitted by law.

 

19. Service Availability Disclaimer

The Portal should not be relied upon as the sole method of reporting emergencies or urgent repairs.

 

20. Acceptance

By creating an account, signing in, or using the Housing Portal, you confirm that:

  • You have read and understood these Terms and Conditions.
  • The information you provide is accurate and complete.
  • You agree to comply with the requirements set out above.
  • You understand that misuse of the Portal may result in suspension of access, investigation, and legal action where appropriate.