Privacy information for specific services

Housing complaints service privacy notice

The following privacy notice applies to Oxford City Council’s Housing Services - Complaints.

We ensure that any personal data we use is treated in a responsible way and in accordance with the current General Data Protection Regulations (GDPR) and the Data Protection Act 2018, whilst holding data about our customers and their families.

This Housing Access Privacy Notice works alongside Oxford City Council’s Corporate Privacy Notice.

Why We Collect Your Information

In order to investigate and administer your complaint it is necessary for us to collect and hold personal information about you.

Your information will only be passed on to officers within the relevant service areas who are responsible for handling, investigating or responding to queries regarding your complaint.

What Date We Collect

The information we collect and sometimes hold about you would include, but is not limited to:

  • Name
  • Address
  • Contact details including email address and telephone numbers
  • The type of service your complaint is about

Sharing Your Information

Your information may be shared with:

  • Internal service areas
  • External organisations who may deal with your complaint, such as, The Local Government Ombudsman
  • Other external organisations where we are required by law to share your information, such as, Safeguarding, there is a risk of harm or emergency situations.
  • For audit
  • For statistical analysis

Use of Your Data

  • We will only use your information within the terms of data protection laws
  • Delete your information securely and only keep it for as long as necessary. 

The Council will review dates for keeping personal data in the future and if necessary update this Privacy Notice.

How long we keep hold of Data

Your information will be kept safe and confidential and handled with care in accordance with the law.

The Council will keep your information will be deleted in line with the Limitation Act 1980 (Section 2).  

Security of Your Personal Data

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.

The employees who have access to personal data have been trained to handle such data properly and in accordance with latest regulations.

What Rights You Have

You have various rights around the data we hold about you.

  • Right of access (to receive a copy of your personal data)
  • Right to rectification (to request data is corrected inaccurate)
  • Right to erasure (to request that data is deleted)
  • Right to restrict processing (to request we don’t use your data in a certain way)
  • Right to data portability (in some cases, you can ask to receive a copy of your data in a commonly-used electronic format so that it can be given to someone else)
  • Right to object (generally to make a complaint about any aspect of our use of your data)
  • Right to have explained if there will be any automated decision-making, including profiling, based on your data and for the logic behind this to be explained to you.

Any such request can be submitted to the Data Protection Officer. Whether we can agree to your request will depend on the specific circumstances and if we cannot then we will explain the reasons why.

If you are unhappy with any aspect of how your information has been collected and/or used, you can make a complaint to the Data Protection Officer.  You can also report concerns to the national regulator, the Information Commissioner’s Office (ICO) by visiting the ICO website.

Data Protection Officer Contact Details


Post: Data Protection, Oxford City Council, 109-113 St Aldate’s, Oxford, OX1 1DS