Private Landlord – Data Privacy Notice

This Privacy Notice sets out what you need to know about how City of Doncaster Council (the Council) will use your information for improving service delivery within the Private Sector Housing. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.

City of Doncaster's Strategic Housing Team is carrying out work to gain a better understanding and insight into the current situation relating to private sector housing. This work focuses on identifying and analysing the key issues and challenges faced in private rented sector, to help develop effective plans for helping and supporting private landlords to fulfil their legal obligations.

The Council intend to carry out a survey with a view of gathering information that is helpful for developing our service and supporting private landlords. We also intend to request you to sign up for newsletter that we aim to produce and circulate on a timely manner to keep you updated about our service and legislative changes.

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • Personal identifying information like your name, address, email, phone number, age, gender
  • General information about your property, your rental properties, and empty properties you own.

How do we collect information about you?

We collect your information from you directly by asking you to complete online survey forms, sending survey forms or letters by post.

How will your information be used?

Your information might be used to:
The Council will only collect data that is necessary to provide its services. The data collected will be used for developing effective service delivery plans, providing help and guidance on property management and keeping you updated on legislative changes relating to private sector housing.

The Legal Basis for using your information

The Council processes your personal data on the basis that it is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority. The Council has a statutory duty to keep the housing conditions under review with a view to identifying any action that may be required to address housing issues and improve housing condition.

Who will your information be shared with?

We are strictly guided by UK-GDPR rules and we will not share your personal information with anyone within or outside of the Council, without your consent. However, there may be certain cases we may share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue or to help prevent a crime.
Sometimes, we might share your information without your knowledge.
The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.

Your rights

The law gives you specific rights over your information.
These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect.

Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO.

The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s DPO can be contacted by email at information.governance@doncaster.gov.uk 

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.
Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

 

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Last updated: 27 July 2023 13:13:24

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