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Privacy Notice - Resident Involvement

Please read the following Privacy Notice carefully.

Last revision date: 27 September 2024

Why are we collecting your data?

As a social landlord the council has a statutory duty under the Housing Act 1985 to consult and engage with its tenants & leaseholders, we are committed to listening and working with all residents giving them a voice to help us improve our services. 

The list below is not exhaustive but is intended to cover some of the ways we engage with residents: 

  • Pop-up events, to promote engagement opportunities for residents to have their say on council services.
  • Support surveys and consultations to provide feedback to improve areas, estates and council services.
  • Support Residents Associations
  • Various Groups, Panels, Task and Finish groups to gain feedback on new or amended policies, strategies, new ways of working and council services e.g. repairs, void properties, cleaning.
  • The Sheltered in Bloom gardening competition for sheltered housing residents.

Information Collected

  • Name and Contact Details (address, telephone number, email address)
  • Tenure
  • Age bracket
  • Family Details - emergency contact
  • Signature
  • Images
  • Bank details

We need your name and contact details for the following:                      

  • To inform or invite you to meetings, training, events.
  • Supply you with an answer to your enquiries.
  • Representatives' names will be present on a volunteer's ID badge.

Tenure:

  • We collect your tenure, to assist you in matters and provide you with information that are specific to your tenure.

Age Bracket:

  • We collect your age range in the form of an age bracket to understand the representation and feedback we receive from various age groups who reside in our borough.

Family Details:

  • We collect your preferred persons contact details to be contacted in an emergency only. 

Signature: You will be required to sign various documents:

  • Code of conduct for Representatives or Declaration form for involved Resident Voice members.
  • General Data Protection Regulation (GDPR) consent form -- Written consent giving Resident Involvement permission to store your details and contact you.                                                                                                                                                                         
  • To confirm your emergency contact.
  • Acceptance and attendance for meetings, training, events, and final copy of minutes
  • Explicit consent to use your image for various marketing purposes.
  • To confirm you accept requested conditions if you borrow any digital devices.
  • Expense claim forms
  • Annual one to one meeting form

Images:

  1. As a representative for Basildon Borough Council your image will be taken to produce and issue you with a volunteer ID Badge to identify you as a Representative whilst at meetings and events, and to authorise your access into meeting rooms.

  2. Images may also be taken of Representatives, members of the Residents Voice and Residents whilst attending events such as, e.g., Sheltered in Bloom competition, council meetings, external estate inspections, council presentations.

If you do not want your image taken as advised in section 2, please inform a member of the Resident Involvement team.

  • Residents who express an interest in volunteering to be a Representative, will be asked to confirm they and any member of their household have not been subject to any formal or legal action by Basildon Council or be taking legal action against Basildon Council.  The Resident Involvement team will conduct checks with the relevant departments before inducting the resident as a Representative.

Bank Details: 

We require the name of your bank / building society, account number and sort code to enable us to pay expense claims directly into your account.

The data is collected through:

  • Online Form
  • Hard copy form
  • Telephone
  • Face to face
  • Email
  • Correspondence
  • Surveys and Consultations
  • Third Parties
  • Text message / WhatsApp

The basis for the processing

  • Public task: the processing is necessary to comply with the Housing Act 1985 for the council to consult and engage with its tenants & leaseholders.

  • Explicit Consent: for marketing and publicity purposes.

Who your information will be shared with:

Tenant / Leasehold Representatives for Basildon Borough Council:

  • Other Representatives, to keep in touch and discuss council meetings etc.
  • Other internal Council departments, Council Officers, Council Contractors and their sub-contractors.
  • If we book you a taxi on the Councils account, we will share your name, and contact details with the Taxi firm to enable them to collect you and contact you if there is a problem with the booking.
  • Voluntary and charitable organisations
  • Education Establishment
  • Frontline referrals (Third party online referrals portal)
  • 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.

 

Your data 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

 

We will never share your data.

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?

We will keep all records relating to Resident Involvement Tenant / Leaseholder Representatives for 2 years after they have left their position as a Representative for Basildon Borough Council.

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:

Online form: Data Requests ยท Customer Self-Service (powerappsportals.com)

Email: dpo@basildon.gov.uk

Phone: 01268 533333

Letter to:

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