Privacy Notice - Property Services

What this privacy notice is for

Our core data protection obligations and commitments are set out in the council’s primary privacy notice at:

This privacy notice is for those participating or intending to participate in a range of research activity including consultation.


Research for local government can be described as “the systematic collection, collation, analysis and interpretation of data to inform policy or practice, or to increase understanding about future trends, local needs and good practice. It may involve a wide range of methods including:

  • Surveys, for example on customer satisfaction or housing needs;
  • Qualitative methods, for example focus groups;
  • Analysis of existing datasets, for example the Census;
  • Review, interpretation and application of others' research findings;
  • Reviews of good practice, for example for the purpose of benchmarking; and production of statistical estimates, projections and


Consultation is a “process of dialogue that leads to a decision. The notion of consultation being a dialogue implies an ongoing exchange of views and information, rather than a one-off event. Dialogue also implies two or more parties listening to and taking account of one another’s views.”

This notice provides additional privacy information for:

  • Complainants, correspondents and
  • Tenants of residential property and other residents of the borough, and members of their families /
  • Tenants of commercial property and their agents or representatives.
  • Council

Updating our privacy notices

We may update or revise our privacy notices at any time so please refer to the version published on our website for the most up to date details

What do we use your information for?

We collect or obtain your personal information for the following purpose(s):

  • Housing and property administration. Including; Management and administration of land, commercial and residential property let by the
  • Administration of property occupied by the
  • The sale or disposal of land and properties owned by the
  • Administration of housing and property
  • Housing allocation and administration of waiting
  • Conduct of housing needs
  • Rehousing of homeless
  • Administration of housing and property
  • Property acquisition and disposal, use and
  • Administration of expressions of interests for land and
  • Corporate property
  • Corporate administration of property by third party
  • Commission & monitoring of contracted staff professional services (unity).

What categories of personal information do we use?

Personal information can be anything that identifies and relates to a living person. This can include information that when linked with other information, allows a person to be uniquely identified. For example, this could be your name and contact details.

The law treats some types of personal information as ‘special’ because the information requires more protection due to its sensitivity.

This information consists of:

  • Personal
  • Family, Lifestyle and Social
  • Employment Details.
  • Financial
  • Goods or Services
  • Racial or Ethnic
  • Physical or Mental Health or
  • Offences (Including Alleged Offences).

In order to carry out these purposes we collect and obtain the following personal information. Not all are collected; the nature of the data collected is subject to the topic of research. We will always ensure that your full consent is obtained by undertaking any data collection to obtain your personal information.

Category of personal data


Personal Details.


Family, Lifestyle and Social Circumstances.


Employment Details.


Financial Details.


Goods or Services Provided.


Racial or Ethnic Origin.


Physical or Mental Health or Condition.


Offences (Including Alleged Offences).


Legal basis for processing

The legal basis for processing and or sharing your personal information is dependent on what we use your information for, these may include, but are not limited to:

Where you consent to participate in consultation or research

Where we have a legal obligation or it is in either the public of our legitimate interest

Information sharing/recipients

We may share personal aggregated data for statistical purposes with the following:

  • Employees and representatives of commercial
  • Council
  • Central government and its agencies.
  • Data subjects
  • Relatives, guardians or other persons associated with the data
  • Healthcare, social and welfare advisers or
  • Suppliers, providers of goods or
  • Persons making an enquiry or complaint.
  • Financial organisations and
  • Credit reference
  • Debt collection and tracing
  • Survey and research
  • Trade, employer associations and professional
  • Police
  • Local
  • The
  • Courts /

Identifiable Personal Information could be shared under the following circumstances:

  • You raise a specific personal issue or concern that requires addressing
  • You ask us to share your personal details

As well as information collected directly from you, we also obtain or receive information from:

  • Other parts of the local Authority for research purposes as outlined above
  • Other organisations that allow us to compile profiles to understand tenants or potential future

Data Transfers beyond EEA

We do not transfer any of your personal information outside the European Economic Area (‘EEA’).

Automated Decisions

All the decisions we make about you involve human intervention.

How long we keep your data

We will only keep your personal information for as long as the law specifies or where the law does not specify this, for the length of time determined by our business requirements. This ranges from three to five years depending on the nature of the data collected

Where can I get advice?

More information on how to seek advice in order to exercise your rights, raise a concern or complain about the handling of your personal information by the council can be found below: