Guidance

Statistics data management policy

Published 27 August 2026

Introduction

The Ministry of Housing, Communities and Local Government (MHCLG) takes the protection of individuals’ and businesses’ data seriously. This policy summarises our approach to managing data used for the production and publication of statistics. It should be used in conjunction with our Confidentiality policy.

Data acquisition

We endeavour to minimise the burden on data suppliers by only collecting the data we need, by reusing data and using administrative data where possible. Many of our statistics are produced from data supplied by local authorities, which appear on the Single Data List. The Single Data List aims to eliminate duplication and minimise the reporting burdens on local government.

Most housing, planning and local government finance statistical returns are collected through Delta, the department’s primary online data collection platform, which provides secure data submission, built-in validation checks, audit trails and monitoring of response rates. Delta supports data collection through online forms, file uploads and, where appropriate, automated interfaces.

The department also uses the CORE (Continuous Recording of Lettings and Sales) system to collect detailed information on social housing lettings and sales in England.

Together, these systems help ensure data are collected consistently, securely and efficiently, supporting the production of high-quality official statistics. Where these systems are not used, data is transferred to the department from data suppliers using secure transfer procedures such as secure software or password protection. Use of administrative or third-party data for statistical purposes is governed by appropriate data sharing arrangements.

All acquired (commercial and non-commercial) will soon be available in the department’s data catalogue to promote reusability. Additionally, the Chief Data Office are working with procurement and teams across the department to improve our commercial data contracts to improve both quality and reusability.

Data storage

MHCLG maintains secure technical environments in order to protect the confidentiality, integrity and availability of information. Access to the department’s network is controlled by layered authentication using a combination of physical devices, password and pin. Access to data is strictly controlled in line with departmental policy. In addition, MHCLG has a number of technical controls to prevent unauthorised access and data leakage.

Data governance

We have clear governance structures in place to ensure the safe handling of data. All datasets have clear assigned accountability through a data owner and steward. They have oversight of the individuals who manage the data day to day. Collections of information have a senior information asset owner who has overall responsibility for the use, storage and analysis of the data.

We work closely with our Chief Data Office and our Data Protection Officer, and we follow departmental data policies. The department is also rolling out a Data Catalogue, a new Data Quality and Value Policy and identifying all Critical Data Assets, promoting visibility, reusability and reducing duplication.

Any data breaches are handled in line with the departmental security policy.

Data capability

All individuals working in the department undertake regular, mandatory UK-GDPR training and a Data Capability Curriculum is available to all staff, in addition to all staff being offered places on a comprehensive data training programme.

In addition, individuals working on data feeding into official statistics will have an induction on data management to ensure they understand the processes in place for the datasets they are working on. Teams regularly review their data handling processes. Data security is an ongoing priority for all teams and built into our ways of working as a default.

Data linking

We sometimes link datasets to increase the value and insight we can gain from our data or to avoid duplication of data collection.

A recent example was the Better Outcomes through Linked Data project which linked Homelessness case level data to Ministry of Justice datasets to better understand the relationship between homelessness and interactions with the justice system. The project was subject to a full Data Protection Impact Assessment and Memorandum of Understanding between the parties. Personal identifiers were processed by the Office for National Statistics as a trusted third party to reduce the risk of identification. No identifiers were included in the linked dataset that was then used for analysis.

We only link data where we have consent for the data to be used in that way and, where appropriate, have carried out a Data Protection Impact Assessment for personal data. Linked datasets are stored and handled securely, as set out above.

Data sharing

Any requests for onward data sharing would consider the original basis for collecting the data, the legal gateway and lawful basis for sharing and the purpose. Case level personal data is only shared when a Data Protection Impact Assessment has been conducted and all legal requirements are met. It is only shared via suitable secure encrypted method - such as the UK Data Service or similar - and when the receiving party has appropriate measures in place which are equivalent to or more secure than those detailed in this policy

Data sharing is only carried out if the relevant regulations and compliance requirements are met, including UK GDPR, legal obligations, and security standards. Data owners are responsible for keeping data sharing agreements under review over time.