Privacy notice

This privacy notice relates to the Nuneaton and Bedworth Borough Council housing management system used for managing council properties and tenancies. It applies to information provided by post, email, telephone and the online customer and contractor portal.

The data controller

The data controller for the Nuneaton and Bedworth Borough Council NBBC Homes housing management system is:

We will store the data in our tenancy and asset management systems and restrict access according to our data security policies.

Personal data

The personal data we would like to collect from you is the information that we ask for during the application process. We will use this data for the following purposes to:

• provide a self-service account for you to access housing or tenancy services
• create a customer record that allows us to link details of service requests to your information
• manage your tenancy
• provide you with housing support or refer you to a housing support organisation, if applicable
• provide advice and guidance, if applicable
• manage our council housing stock
• provide a contractor management portal, where appropriate.

Legal basis

The processing is necessary so that we can create an account at your request; or in order for us to provide a service that you have requested. For tenancy support services, data protection law describes our legal basis as performance of a task carried out in the public interest. For tenancy and contractor management data protection law describes our legal basis as necessary for the performance of a contract.

If you do not provide the information we ask for we may not be able to provide the service that you need.

We may need to collect special categories of personal data in order to provide you with certain tenancy services. In these cases data protection law describes this exemption as being of substantial public interest.

Consent

We do not need your consent to collect or process your personal information in relation to the Council's housing management system. This is because we need the information to provide you with the services that you have requested.

Disclosure

Nuneaton and Bedworth Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to provide the service that you have requested. These organisations may include Warwickshire County Council, Warwickshire Police, the Department of Work and Pensions, or any other organisation where we are required by law to share information.

The Council has a data processing contract with Civica whose systems will hold your data in a secure location in the UK, hosted by trusted partners. They are only permitted to process your data in accordance with our written instructions in order to provide you with the services you need.

It may be necessary to pass your contact details to our approved contractors in order for them to carry out any housing repairs you have requested or to complete planned maintenance or other improvements. The Council's contractors may not use your details for any other purpose.

Retention period

Nuneaton and Bedworth Borough Council will process your personal data for as long as you remain a tenant, and for up to six years afterwards.

Your rights as a data subject

You have the right to:

• request a copy of the information that we hold about you
• correct data that we hold about you that is inaccurate or incomplete
• in certain circumstances, ask for the data we hold about you to be erased from our records
• where certain conditions apply, have a right to restrict the processing
• in some circumstances, have the data we hold about you transferred to another organisation
• object to certain types of processing such as direct marketing
• ask us to reconsider any automated decisions
• complain if we refuse a request you may make using these rights and you are not happy with our reason

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.