Housing Service Privacy Notice
This privacy notice is published in accordance with the EU General Data Protection Regulations (GDPR) which came into effect on the 25th May 2018. This notice provides general information on the way in which the personal information you provide is managed and processed by Broxtowe Borough Council (the ‘data controller’). Depending on which Council services you use, you may be asked to review more detailed privacy notices specific to that service.
- The data controller and contact details
- Information we collect about you
- How information is stored
- Personal data
- Sharing of personal data
- Protecting your personal data
- Keeping your personal data
- Definition of cookies
- Your responsibilities
- Your rights
Broxtowe Borough Council is the Data Controller for the personal data you provide to the Council. The contact details for you to exercise any of your data protection rights or to raise any concerns you may have regarding your personal data are:
Information Governance Officer,
Broxtowe Borough Council,
Telephone: 0115 917 3685
We may collect and process the following data about you:
- Information provided voluntarily by you. For example, when you register for information, apply for a particular service or make a comment or complaint
- Information that you provide when you communicate with us by any means such as email, letter or telephone call
- Information collected using cookies on your computer about how you browse our website
You can disable cookies but this may have an impact on your experience when using the Council’s website.
Participation in a poll will result in a cookie being saved on your computer. This is used to help reduce the instances of multiple voting.
While visiting the site you may wish to complete one of our online forms. This information will only be used for the stated purpose. Your information will not be added to any mailing list nor will you receive any unrelated mail unless you specifically indicate so on the form.
The privacy statement applies solely to the Broxtowe Borough Council website. If you visit one of the linked sites our policy no longer applies and we strongly recommend that you check the linked site's privacy statement for further information.
The information you have provided to the Council will be used by the Council in adherence with its statutory obligations, including enforcement action if required.
The Council is legally able to process your personal data:
- when you have freely and explicitly provided your consent to this processing or
- when the Council has a statutory duty to collect and process this information to provide the required service or undertake a statutory function.
- When your personal data forms part of a contract between you and the Council
The consequence of you not providing personal information to the Council is that the Council will be unable to process you enquiry, assessment or application.
The personal information you provide will be shared to organisations, as required by law, to prevent or detect crime or to protect public funds. For example, Police, Department of Work and Pensions (DWP), HM Revenue and Customs (HMRC).
We may also share your information in the following circumstances:
- with a contractor carrying out services on our behalf, for example, Repairs and maintenance works, or debt collection
- where we work in partnership with another organisation, for example a support agency or another social housing provider.
- Utility companies and Council Tax departments to ensure billing details are correct
- with MP’s or elected councillors, and their representative working on your behalf
- with Health and care services where we have a legal duty to help them exercise their statutory functions
- for the statistical analysis of data with government agencies, for example social housing lettings data (CORE).
We will comply with all relevant data protection law if we share your personal data with another organisation.
Additionally the Council must make public certain details in the form of a public register where it has a statutory obligation to do so. For example, registers of private hire drivers.
The categories of organisations we may share your personal information with are:
- Statutory and other public bodies.
Your unpublished personal data will be kept secure by the Council and will be kept within the European Economic Union (EEU). Where the Council uses a third party to store your personal data and it is stored outside of the UK/EEU, the Council will ensure that appropriate safeguards are in place to keep your personal data secure.
The Council will keep your personal data in accordance with the Council’s retention schedule, unless you explicitly request it to be removed. This right to have your data removed is not an absolute right, for example, we will need to retain your data if this information forms part of a statutory or legal obligation, public registry or an existing contract.
Our website puts small files (known as ‘cookies’) onto your computer to collect information about how you browse the Council’s site. Cookies are used to:
- measure how you use the website so it can be updated and improved based on your needs
- recognise the browser you use
- track new and returning users
- Only provide personal information pertinent to its intended use or for the purpose of processing a claim, application or notification for statutory requirements (electoral roll, council tax assessment, rent registry).
- Tell us as soon as possible if any of the personal information you have provided has changed, e.g. your address or other contact details.
There are a number of rights that you may exercise depending on the legal basis for processing your personal data. In most cases, these rights are not absolute and there may be compelling or overriding legal reasons why the Council cannot meet these rights in full. This will be explained to you in more detail should you contact the Council for any of the reasons detailed below:
- request a copy of the personal information the Council holds about you;
- to have any inaccuracies corrected;
- to have your personal data erased;
- to place a restriction on the Council’s processing of your data;
- to object to processing; and
- to request your data to be ported (data portability).
Where the processing of your personal data is based on your consent, in most circumstances you have the right to withdraw that consent at any time and the Council will act on your instructions.
If you have any concerns about how we process your personal data or wish to discuss how to exercise your rights, you should contact the Information Governance Officer using the contact details above. You also have the right to make a complaint to the Council by contacting the Broxtowe Borough Council Contact Centre on 0115 917 7777.
Alternatively, you may wish to complain directly to the Information Commissioners' Office. You can do this by writing to them at:
Information Commissioners’ Office
Cheshire SK9 5AF
Telephone: 0303 123 1113.