Landlord Services privacy notice
Oxford City Council (‘the Council’, ‘we’) collects and processes personal data relating to you. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. This statement is in compliance with current requirements of the General Data Protection Regulation 2018.
Purpose for processing your information
Whilst the services provided are wide ranging, the core service areas are:
- Housing management including that for specialist groups (e.g. Temporary Accommodation)
- Repairs and maintenance to homes
- Major works to homes
- Tenancy management and enforcement
- Leaseholder and Shared Ownership services
- Communal services including estate management and community involvement and engagement
- Associated support services including payments, employment and financial support, and contract management.
In order to provide a quality housing management service, the Council must collect, hold and process your information, including personal information relating to tenancies and general information relating to service delivery and use. It does this to provide services in the most effective and efficient way that it can.
We respect the privacy of our tenants and customers. Your contact with us generates records some of which includes personal information.
How Oxford City Council Collects Information
We collect information in a variety of ways including via the websites, on various forms, and contracts, and through our ongoing contact and correspondence with you, with other support agencies that relates to you, and from people associated with you such as family, friends and neighbours.
If you provide us with personal information relating to members of your family or your associates we will assume that you do so with their knowledge and consent. Information you give us relating to those that live with you will be retained and processed as this information is necessary for us to carry out our duties as landlord as set out in the tenancy agreement.
It is important that you notify us of any changes to your personal information as soon as possible so that we can contact you easily.
Why the Oxford City Council Collects information about you
Once you become a customer of the Housing Management Team, we need to collect information about you primarily to manage your tenancy or leasehold contract between you and Oxford City Council, including the collection of rent and service charges, address complaints of anti-social behaviour, and enforce breaches of tenancy agreements. Information is also collated to comply with our safeguarding duties.
The Council has a legal basis for processing and collecting your information under Article 6 GDPR, the Anti-social Behaviour Crime and Policing Act 2014, the Housing Act 1985, the Housing Act 1996 and the Prevention of Social Housing Fraud Act 2013.
The processing is necessary for this reason:
The processing is necessary for Housing Management Services to perform a task in the public interest and in undertaking its official functions. These functions have a clear basis in law.
What Data We Collect
The information we collect and sometimes hold about you would include, but is not limited to:
- Date of birth
- Contact details (phone/mobile/email)
We may ask you for further details where required and appropriate to enable us to respond to any of your enquiries, as well as to provide you with our services:
- Religious or other similar beliefs
- Marital status
- Next of kin
- National Insurance number
- Physical or mental health condition
- Financial information
- Vehicle details
How we collect your information
In order to fulfil our duties as a landlord, it is important that we have access to your personal data, as it helps us to deal with your queries and provide services. We collect information in a variety of ways, including:
- Managing tenancies including collecting rent, arrears and service charges
- Offer help and advice with debts and benefits
- Prevent and detect breaches of tenancy as specified in your tenancy agreement and resolve disputes
- Recording calls to and from service
- When a tenancy is ended
- Promote safety and thriving neighbourhoods and communities
- Tenancy enforcement action
- Delivering routine services (e.g. complaints or repairs)
- Monitoring and ensuring that our homes meet our health and safety obligations
- Keep in touch with our customers, understand your needs and preferences and invite you to events
- Engaging with our tenants and customers to make improvements to our services
- Identify any individual support needs
- For audit purposes
- For statistical analysis
In appropriate circumstances we will share your information with other services and ask other agencies for information about you. This information will help us deal with your case quickly.
Other services and agencies will include:
- Other departments within the Council
- Other councils
- The Police and Probation Service
- Fire and Rescue
- Government departments, such as the Benefits Agency or the Home Office
- Third party contractors
- Health and social care organisations
- Elected Members
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) as laid out in our retention policy.
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 inaccurate data is corrected)
- 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: https://ico.org.uk/
Data Protection Officer Contact Details
Post: Data Protection, Oxford City Council, 109-113 St Aldate’s, Oxford, OX1 1DS