Property Services privacy notice
How your information will be held and processed by Property Services. You can also find out about the General Data Protection Regulations and Data Protection Act 2018 and your rights on our website.
Who we are
We will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details. As the Data Controller, we will use your information to provide you with our services.
Why we collect your personal information
We will collect enough personal information in order to provide you with services and/or goods for the following purposes.
- responding to land ownership enquires from the public
- the granting of leases and licences on land and property
- managing and processing covenant consents
- completing our part of the right to buy process (valuations).
We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to the Council and information which has been shared with us by other organisations.
If we don’t need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name.
We don’t sell your personal information to anyone else.
The legal basis for using your information
According to the General Data Protection Regulations (GDPR) and the Data Protection Act 1998, we must have a reason to collect and use your information.
This will be to:
- deliver services and support you
- enable us to manage the services we provide
- train and manage our workers who deliver those services
- investigate any worries or complaints you may have about our goods or services
- check the quality of our goods and services
- help with research and planning of new services.
There are a number of legal reasons why we need to collect and use your personal information.
For this service:
- Contract: you have entered into a contract with us
- Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
Who we may share your information with
We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.
We may also share your personal information with these organisations
- BCP Legal Services
- BCPl Financial Services (Sundry Income for collection of rents)
- BCP Council Housing and Communities
- BCP Council Seafront Services
- BCP Council Adults and Children’s Services.
Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.
Accessing the information we hold about you
You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. How to make a subject access request.
BCP Council will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as:
- legal information or advice
- crime prevention and detection records
- information that we believe may be harmful to you and your well-being
- details about or provided by other people – this is called third party information (for example, information from the Police or Department for Work and Pensions).
You may also ask us to:
- stop processing your information if this causes or might cause damage or distress
- stop processing your information for direct marketing make decisions about you using your information by automated means (for example, using computers to decide on an entitlement)
- amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed.
- transfer your information electronically to another service provider
- consider a claim for compensation for any damages caused by a breach of the Data Protection regulations.
If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.
How long we keep information about you
We will retain this information in line with our retention schedule, for as long as legally necessary and in accordance with guidance from the Royal Institute of Chartered Surveyors (RICS).
If you have a concern about how we are using your information, in the first instance please contact:
Town Hall Annexe,
St Stephens Road,
Data Protection Officer
The Data Protection Officer role for BCP Council is held by the:
Contracts, Commercial and Information Governance.
If you have any queries or concerns about how your personal information please contact us using our general enquiries form first, or by writing to or visiting us at:
For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or phone 0303 123 1113.