Estates Management

The following information provides details on how we may collect use and where appropriate share personal information in accordance with the UK General Data Protection Regulations (UK GDPR). It should be read in conjunction with the council’s privacy notice document.
 

Why we collect personal data

We use this information to ensure that the council is fully up to date about its assets (buildings and land) and its customers’ Service/contractual needs (tenants) in order to:

• fulfil our day to day property management responsibilities (where 'property' means building or land), eg billing and collection of rents and rates etc.
• disseminate updates to our customers,
• inform property-related projects, eg community asset transfer
• fulfil contractual, legal or statutory obligations

Sometimes we may use the information you have provided us for research and analysis to help us deliver services better and share this with our partners. When we do so, we remove any personal information that may identify you as an individual or household and only use and share anonymous statistics.

What personal data we collect

The personal data we collect will include:

• name
• address
• email address
• telephone number
• the nature of your agreement/interest in Council owned property
• correspondence (emails, letters, typed notes of telephone conversations)
• dates of occupancy
• tenancy agreement and landlord details
• agent details if applicable
• date of birth, National Insurance Number – for verification purposes only
• financial information (eg how much rent a tenant is paying; how much the Council pays landlords).

We may monitor and record electronic communications (website, email and phone conversations) for a number of reasons such as:

• staff training
• records of conversations
• the detection, investigation and prevention of crime

We will inform you if your call is being recorded or monitored. 

Emails that we send to you or you send to us, may be retained as a record of contact and your email address stored for future use in accordance with our retention periods. If we need to email sensitive or confidential information to you, we may perform checks to verify the correct email address and may take additional security measures.

See our Data Protection Policy for details on how we define personal and non-personal data.

How we use your personal data

We'll only use your personal data in accordance with data protection legislation, and for the purposes stated in this privacy notice.

We'll:

• only ask for what is necessary for the management of our properties
• protect it and make sure nobody has access to it who shouldn’t
• ensure you know if you have a choice about giving us personal data
• only share your personal data with other Scarborough Borough Council departments or with external partners, agencies and contractors involved in delivering services on our behalf
• make sure we don’t keep it for longer than is necessary
• delete or destroy it securely when we no longer have a need to keep it

We ask that you:

• give us accurate information
• tell us as soon as possible of any changes
• tell us as soon as possible if you notice mistakes in the information we hold about you

From time to time, we may conduct or ask you to take part in a survey to get your feedback, comments and opinions to help us improve our services. We will only do this where we have your explicit consent to contact you for this purpose.

See further details about how we use your personal data.

Who we share your personal data with

We may sometimes share the information we have collected about you where it is statutory, necessary, lawful and fair to do so. In each case we will only share the minimum amount of information, as and when required, for the following reasons:

With other Council departments about:

• the billing and collection of rents
• day to day property management and maintenance, eg, new tenants of commercial premises, rent review, aids and adaptation

We may potentially share this information with:

• other Council Departments
• other government departments eg HMRC, DWP
• judicial agencies/police ( to prevent, detect and prosecute crime (including the National Fraud Initiative))
• an Elected Member/MP as your representative.
• funding bodies
• Agents acting on your behalf

With other organisations such as Housing Associations, Contractors or utilities companies (with your consent, or where the law allows us) to:

• provide services to you on the Council’s behalf such as compliance tests and statutory inspections or aids and adaptations installations
• providing legal/financial/credit assessments if we need to establish, exercise or defend our legal rights (including providing personal data to others for the purposes of preventing and detecting fraud).
• providing contractors in the property industry with personal data to facilitate estate management functions such as organising repairs.

We do not disclose or share sensitive or confidential information without your explicit consent except where disclosure is required by law, or where we have good reason to believe that failing to do so, would put you or someone else at risk.

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

• law enforcement
• fraud investigations
• regulation and licensing
• criminal prosecutions
• court proceedings

We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds, including the Department for Work and Pensions, HM Revenue and Customs, the Police and other local authorities.

Our legal basis for collecting and sharing personal data

Our Legal Basis for collecting and sharing your data is:

6(1)(b) Processing is necessary for the performance of a contract with the data subject or to steps to enter into a contract

6(1)(c) Processing is necessary for compliance with a legal obligation

6(1)(e) 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 controller

How long we keep your personal data

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.  We will keep your personal data for as long as the contract is ‘live’.  Once the contract has expired it is then kept until the relevant retention period is reached.  We will delete or destroy your personal data securely.

At the end of the retention period, we may pass any relevant information to the Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

• explain this new use before we start the processing
• set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

See our Data Protection Policy for details about the further processing of personal data.

Personal data from online payments

The personal data you give to us when using our online payment system will only be used for the recording of your payment. We'll ensure that it is used for no other purpose and is not disclosed to a third party such as other companies or individuals, unless required to do so by law for the prevention of crime and the detection of fraud.

We'll hold it securely and only for as long as is needed. It will then be deleted in line with our Retention and Disposal Policy and Procedures.

See our Data Protection Policy for details on how we process your personal data in connection with online payments.

Your rights relating to your personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

Find information about your rights on our UK GDPR page.

Further information

If you have any questions, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us at dataprotection@scarborough.gov.uk or on 01723 232323 or write to:

Data Protection Officer
Scarborough Borough Council
Town Hall
St Nicholas Street
Scarborough
North Yorkshire
YO11 2HG