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  8. Tenancy and Leasehold Agreement Management privacy notice

Tenancy and Leasehold Agreement Management privacy notice

What this Privacy Notice covers

Your privacy is very important to South Holland District Council.

South Holland District Council is the Data Controller responsible for the personal information you may provide in relation to managing your tenancy or leasehold agreement. Our Data Protection Officer can be contacted by phone on 01775 761161, via email dpo@sholland.gov.uk or by writing to us at:

Information Governance or Data Protection Officer
South Holland District Council
Priory Road
Spalding
Lincolnshire
PE11 2XE

Your data will be processed by Public Sector Partnership Services Ltd (PSPS), formerly known as Compass Point Business Services, a company which is owned and controlled by East Lindsey and South Holland District Councils. PSPS's Data Protection Officer can be contacted via email data.protection@pspsl.co.uk, by phone on 01507 613303, or in writing to:

Data Protection Officer
Public Sector Partnership Services Ltd
The Hub
Mareham Road
Horncastle
LN9 6PH

Why we need your personal data

Your information will be used in the management of tenancies and leasehold agreements. The legal basis for processing your data is Article 6.1(e) of the General Data Protection Regulations, that processing is necessary for the performance of our public tasks or official functions. The information we need from you, as tenants or leaseholders, includes:

  • Full name and proof of identity/photo ID
  • Date of birth
  • National Insurance number (your unique identifier)
  • Contact details (phone, email or correspondence address)
  • Details of anyone authorised to act on your behalf
  • Basic details of all residents (when you provide information about household members we assume that you do so with their full knowledge and consent).
  • Banking details if you pay by Direct Debit
  • Card details if you pay by card (these are not stored)
  • Other personal information that will vary on a case by case basis to help us resolve breach of tenancy, alleged anti-social behaviour or fraud.

Under Article 9.2(b) of the General Data Protection Regulations, we may also collect special categories of data such as:

  • Disabilities or vulnerabilities. We use this information to tailor our service to better meet your particular circumstances and needs. We use this information for safeguarding of staff.
  • Financial information. We use this to help resolve arrears payments and optionally to provide welfare, benefits and debt advice as a free service to help you budget and pay your bills.
  • Health information when we require this to support funding for adaptations made to the property you are living in. More specific details are provided if you use this service.
  • Ethnicity - we collect this data for CORE returns where the tenant wishes to disclose this.

How your data is used

We will use the information you provide to manage your tenancy or leasehold agreement or other contract between you and South Holland District Council, such as to:

  • manage your account charges and payments, including arrears and evictions.
  • carry out repairs, maintenance and adaptations of our properties.
  • ensure tenancy (or contract) conditions are complied with, such as dealing with anti-social behaviour or fraud.
  • manage successions, assignments and mutual exchanges of tenancies.
  • meet your needs in delivering our service.
  • prevent fraud and illegal sub-letting.
  • assist with personal security and prevention of crime.
  • manage the legal process if you apply to buy your home.
  • comply with relevant legislation and regulation.
  • comply with social protection law
  • comply with Government returns including the Regulator

South Holland District Council conducts research and statistical analysis to help improve our business processes and the services offered to our customers, as well as to evaluate our performance against other benchmarks. When possible, statistical information is anonymised or pseudonymised.

South Holland District Council conducts surveys regularly and periodically relating to our services in order to gauge satisfaction and make improvements based on feedback. 

We will conduct a tenant census ever 4 to 5 years to ensure data held about you is correct.

We will also conduct an annual Tenant Satisfaction Measure survey to comply with the Regulator of Social Housing. We will hold anonymous raw data from the survey for up to 5 years in order to monitor improvements.

Sometimes we need to share personal information we hold about you with other organisations that we work with or who provide services on our behalf. When sharing information we will comply with all aspects of the data protection law. Where the information is of a sensitive nature, (special categories) for example about your health, we will generally obtain consent from you prior to sharing this information, unless we are required or permitted to share this by law.

We may share your information with:

  • Our contractors to facilitate repairs (including the out of hours service), maintenance or improvement works and we may write to you to assess your satisfaction of these works.
  • Utility companies (and their representatives) and Council Tax Departments to ensure billing details are correct.
  • Solicitors, surveyors and valuers relating to a right to buy application.
  • A debt collection agency pursuing former tenant arrears.
  • A language translation service if it is necessary to translate any information into another language for you.
  • Agencies committed to protecting public funds and/or preventing fraud in line with the National Fraud Initiative. More information can be found on the work undertaken by the Cabinet Office at: www.gov.uk/government/collections/national-fraud-initiative
  • Police and other relevant authorities (e.g. Department of Work & Pensions, Probation Service, HM Revenue and Customs) in relation to the prevention and detection of crime, the apprehension of offenders or the collection of tax or duty.
  • We may also share information when required by law for example where ordered by the Court or to protect an individual from immediate harm.

How long the information is kept for

Information relating to a tenancy or lease agreement will be kept for as long as the agreement is active or where money is owed on the account and for a period of six years afterwards on review.

Your rights

You have the right to access your data and correct any inaccuracies. For further details of your rights please contact the Data Protection Officer or view our data protection policy.

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