What information do we hold about you?

Private Sector Housing Privacy Policy

Cornwall Councils Private Sector Housing team takes your privacy seriously.

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This policy explains when and why we collect person information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions regarding this policy should be sent by email to: psh@cornwall.gov.uk 

or Private Sector Housing, Cornwall Council, Room 110, St Austell One Stop Shop, 39 Penwinnick Road, St Austell, Cornwall, PL25 5DR

Tel: 01209 615629

Who will control my data?

The Data Controller for all the information you provide is Cornwall Council, New County Hall, Treyew Road, Truro, Cornwall, TR1 3AY.

Data Protection Registration Number: Z1745294

How do we collect information from you?

We obtain information during the course of your visit to our website, for example, when you complete any of our online form, make an HMO Licence application, join the Cornwall Responsible Landlord Scheme (CRLS) or enquire about our empty homes products. We also collect information via email, post and telephone when you make contact with us requesting our services.

Why do we do this?

We need to keep a record of your contact details in order to correspond with you to deliver our services and to discharge our duties under the Housing Act 2004 and other allied legislation. We also use your details to store ‘Ask us a question’, Responding to your letter’, ‘Are you concerned about an HMO’ enquiries, etc to determine how satisfied you are with our service and to consult with you as a partner where changes of legislation may have an impact on the business you run. You information can also be used to provide ongoing updates, information on technical developments and invitations to events being held which are relevant to you.

What type of information is collected from you?

The personal information we collect will include your name, address, email details and telephone number. This may also include the address details for your rental or empty property.

How we may use your personal information

We will only use your personal information to:

  • Administer your CRLS membership
  • Email newsletters and other relevant information
  • Fulfil our promises to provide a service or information
  • Seek your views or comments on the services we provide
  • Notify you of changes to services or legislation and any news that is relevant
  • Promote ours services
  • Process payments and refunds. This includes sending you emails, letters, invoices and receipts.
  • Ensure compliance with our terms and conditions and applicable law.
  • Changes to our privacy policy
  • Protect the rights and safety of our staff members and third parties as well as our own
  • Meet legal requirements
  • Provide information to other advisors, such as our legal representatives or accountants

Who has access to your information?

Work in conjunction with HMO Licences and housing condition complaints may include consultation with Cornwall Fire and Rescue Service for statutory purposes, Planning and Building Control colleagues.

We also work with Devon and Cornwall Police, HMRC, Trading Standards and Revenues and Benefits.

Private Sector Housing, via CRLS, also works with specialist organisations and scheme partners for the delivery of training to members.

Private Sector Housing does not sell data to any third party and will only share some data when it is relevant in the ways described above.

In some cases the third party, training providers, will be acting as a data controller of your information and therefore you should read their Privacy Policy. Occasionally, third party product providers will share your information with us which we will use in accordance with this Privacy Policy.

When you use our secure online payment system, your transaction is processed by a third party payment processor, who specialises in secure online capture and processing or credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

Our website includes links to other websites, out of the Councils control, whose privacy practices may differ from ours. If you submit personal information to any of those sites they become the Data Controller and your information is governed by their Privacy Policy. We encourage you to understand the privacy policies of any website you visit.

How we will look after your data

Your data will be held within Cornwall Councils secure network and premises. Access to your information will only be made to authorised members of staff to process it for the purposes outline in this privacy notice.

Notification of privacy policy changes

We may update this privacy statement to reflect changes to our information practices. If we make any material changes we may notifiy you by email (sent to the email address you have provided us on your web enquiry, licence application, etc) or by means of a notice on our website prior to the changes becoming effective. We encourage you to periodically review this page for the latest information on our privacy policies.

What are my data rights?

Your personal information belongs to you and you have the right to:

  • Be informed of how we will process it
  • Request a copy of what we hold about you and in the format you request, for example by email or letter
  • Have it amended if it is incorrect or incomplete
  • Have it deleted (where we do not have a legal requirement to retain it)
  • Withdraw your consent if you no longer wish us to process it
  • Restrict how we process it
  • Object to us using it for marketing or research purposes
  • Object to us using it in relation to a legal task or in the exercise of an official authority
  • Request that a person reviews an automated decision where it has an adverse effect on you

How long will you keep this information for?

For statutory functions (legal requirements) we will keep your details on file for 7 years from the date of completion or closure of the file.

For all other purposes we will keep your details on file for at least 2 years. At this point the records will be reviewed and further consent sought.

How do I exercise these rights?

If you would like to access any of the information we hold about you or have concerns regarding the way we process your information, please contact:

Data Protection Officer, Assurance, Cornwall Council, New County Hall, Treyew Road, Truro, Cornwall, TR1 3AY.

Tel: 0300 1234 100

Email: dpo@cornwall.gov.uk

I don’t agree with something

We would prefer any complaints to be made to us initially so that we have the opportunity to see if we can put things right. However, if you are unhappy with the way we have processed your information or how we have responded to your request to exercise any of your right in relation to your data, you can raise your concerns direct with the Information Commissioners Officer.

Tel: 0303 123 1113

https://ico.org/concerns