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Privacy Notice - Corporate Property Services

Please read the following Privacy Notice carefully.

The purpose of this Privacy Notice is to explain how and for what purposes we process your personal data. It applies to personal data that is processed electronically and on paper. 

Why we are collecting your data

Basildon Borough Council legally need to collect your personal data to provide a comprehensive property asset management service of the Council's property portfolio, this includes all operational and non-operational property assets owned by the Council.

Information collected

  • Name and Contact Details
  • Signature
  • Character, financial and employment references
  • Solicitor name and address and/or details of other legal representation
  • Crimes / Offences
  • Health information, specifically disabilities for parking permits
  • Copies of business accounts and transactions
  • Proof of ID including images on passports, proof of authority to work in the UK and driving licenses
  • Bank details
  • Previous and current personal and business addresses

This data is legally required so that we can process applications and review current lease arrangements and/or create new lease agreements.

The data is collected through:

  • Emails
  • Face to face
  • Post / Letter
  • Phone
  • Website / Online application forms
  • Contractors working in property
  • Third Parties such as Police, Courts, Banks, Commercial Private Agents, Solicitors and Legal Representatives,  Probation Services, Enforcement Agencies,
  • Existing Basildon Council case files and from other internal departments

The basis for the processing

The lawful bases for processing are set out in Article 6 and 9 of the GDPR.

Personal Data:

Contract: the processing is necessary for a contract, or because you have to take specific steps before entering into a contract. This would be your lease.

Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations) under one or more of the following:

  • The Housing Acts, 1985 1988, 1996, 2002, 2004 (as amended by the Homeless Act)
  • The Landlord and Tenant Act 1954
  • The Protection from Eviction Act 1997
  • Prevention of Housing Fraud Act 2013
  • Housing and Planning Act 2016
  • The Localism Act 2011
  • The Commonhold and Leasehold Reform Act 2002
  • Local Government Act 1972Money Laundering Regulation 2017

Who your information will be shared with

  1. Internal services and departments including Legal Services, Leisure Services, Revenues, Parks & Countryside, Home Ownership Team
  2. Other bodies e.g. Contractors, Police, Courts and Tribunals, Ombudsman, Solicitors and Legal Representatives, Probation Services, Homes England, Banks, HM Immigration, Contractors

We have arrangements with a range of IT providers who support the Council's IT systems and services, therefore your data may be accessed by these suppliers. Where we have these arrangements there is always a contractual agreement with them to ensure they comply with the Data Protection Law.

We will never sell your data, however it will be shared with third parties to:

  • Comply with legal obligations and legislative requirements
  • Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you
  • To help if there is need of any professional or legal advice on a matter relating to you
  • To help prevent fraud and/or tackle crime
  • To improve and optimise the performance of our services

Provide accurate information

We need to hold accurate and up to date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

  • Use your information for marketing or sales purposes without your prior explicit consent.
  • Send or store your data abroad unless it meets the requirements of the Data Protection regulations
  • Make decisions about you based on automated processing.

How long will we hold your data for?

  • Title deeds are permanently recorded online on the land registry
  • Information related to your lease is kept for fifteen years after expiry of the lease

Your rights

You have the right to access the personal information we hold about you.  Any access requests are free of charge.
If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data.

You have the right to ask us to erase your personal data in certain circumstances ('right to be forgotten').

You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances.  Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

The Data Protection Officer
Basildon Borough Council
Basildon Centre,
St. Martin's Square,
Basildon
SS14 1DL.

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office, by:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see: