How we use your personal information for Corporate Estates purposes
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for Corporate Estates purposes. This information should be read in conjunction with the Council’s corporate privacy notice.
1. Who we are, what we do.
Corporate Estates, Corporate Design and Corporate Maintenance are the leading Service for the management of the Council’s property assets and deliver a wide range of strategic services to Corporate, Education, Environmental, Leisure and Community Services groups. We provide a comprehensive asset management service including :
- Multi disciplinary Design Service
- Strategic Property Maintenance
- Electrical / Mechanical Engineering services – Statutory Maintenance
- Asbestos Management
- Legionella Management
- Land and Property Information Service
- Land Charges
- Property / Land Review
- Property Acquisitions / Disposals
- Estates Management
- Asset Management Planning
2. What and whose personal information we hold?
We hold basic personal information, which is pertinent and relevant to undertaking subject of and parties to the above mentioned services. In our conduct of the same, we will collect the following personal information, for example:
- Name, address, contact information (telephone and email where appropriate)
- Identity information and documentation
- Additional information in relation to the Property transactions to enable us to progress our service. This may include use of photographs and video. This will depend on the type of property work being undertaken.
We would only use this information if it was required to conduct property matters on behalf of the Council.
We process Personal information relating to identified natural persons in conjunction to deliver services outlined in section 1 above.
3. Where does the service get my information from?
The information comes from a variety of sources, but in most cases the information comes from you. Sometimes other people or organisations provide personal information by making a complaint or submitting information on behalf of someone else. In addition, outside agencies such as other local authorities may provide us with personal information.
4. What we do with your personal information?
We will use personal information held to –
- Undertake Property Services / transactions on behalf of the Council
- Issue work orders / contracts and payment of related invoices.
- Raise debtor invoices / recharges.
- Provision of goods and services
- Conduct enforcement functions in relation to (but not limited to) Health & Safety / Public Protection.
- Ensure the welfare of all building occupants
- Process property related financial transactions on behalf of the Council
- Protect individuals from the risk of harm or injury where necessary
From time to time it may be necessary to share your information with third parties, including contractors, consultants, legal advisors, other government bodies e.g. HM Land Registry, dispute resolution / Law enforcement bodies, insurers, credit reference agencies, and other property service providers in order to comply with our obligations under law.
5. What is the legal basis for the use of this information?
The legal basis for our use of your personal information will generally be one or more of the following:
- We need to process your personal information to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body.
- We need to process your personal information for the legitimate interests of representing the Council in a Property transaction / matter.
- We need to process your personal information to satisfy our obligations under law in representing the Council in a legal property transaction.
- We need to process your personal information to meet contractual and legal obligations in relation to the performance of property related maintenance contracts / works and specific property related statues.
6. Does the service share my personal information with any other organisation?
From time to time we will share your personal information with contractors, consultants, legal advisers, service providers and other Local Authority Service departments, so that they can assist us in processing a property matter. Some of those organisations will simply process your personal information on our behalf and in accordance with our instructions. Other organisations will be responsible to you directly for their use of personal information that we share with them. They are referred to as information controllers and will be subject to their own data protection policies (which will apply to their use of your information).
In each case we will only do this to the extent that we consider the information is reasonably required for these purposes.
In addition, where required by law or to carry out a public task under the official authority of the Council, we may share your personal information with:
Other public bodies:
- Healthcare, social and welfare organisations
- Local and central government bodies or agencies.
- Ombudsman and regulatory authorities
- Courts and tribunals
- Law enforcement and prosecuting authorities
- Police complaints authority
- The disclosure and barring service (DBS)
Other organisations / individuals:
- Property Professionals / consultants / contractors
- Family, associates or representatives of the person whose personal data we are processing
- Financial organisations
- Debt collection and tracing agencies
- Private investigators
- Press and the media
- Professional advisers and consultants
- Housing associations and landlords
- Voluntary and charitable organisations
- Security companies
- Partner agencies, approved organisations and individuals working with the police
- Healthcare professionals
- Legal representatives including solicitors and Property conveyance specialists
7. How long will my information be kept?
We will only keep your personal information for as long as we need it.
However, we are required to retain your information for a period at the end of the transaction. In practice, this means that your personal information may be retained for a period of between 1 and 40 years depending on the nature of the transaction.
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information that the service holds about you.
View further details on your information rights and how to exercise them.
9. Contact us
If you have any concerns or would like to know more about our use of personal information, please contact us in one of the following ways:
By email : PropertyInformation@rctcbc.gov.uk
By telephone : 01443 281155
In writing : RCTCBC, Corporate Estates & Procurement.