Estates and Property Review - simplified privacy notice

This is a simplified summarised privacy notice full privacy notice information is available at Estates and Property Review - privacy notice.

Purpose of data collection

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

Types of data collected

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

How data is used

To set up tenancy records, invoicing, and contact detail records.
To carry out the management of our portfolio of properties in leasing. property or other transactions involving land agreements or sales.
To assess suitability of potential occupiers or users of the council’s land and buildings.
To initiate, manage, and terminate our contractual relationships, including rent reviews, renewals, and issue of notice.
To deliver effective asset and estates management and maintenance.
To ensure compliance with consequential contractual and legislative obligations.
To support debt recovery.
To support insurance obligations and claims.

Sharing of data

We may share data with:

internal council teams when necessary
other authorised partners and statutory bodies.

Your rights

Access – you can request copies of any of your personal information that is held by the Council.
Rectification – you can ask us to correct any incorrect information.
Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
Portability – you can ask us to transfer your personal data to different services or to you.
Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

Contact

Derby City Council Data Protection Officer for queries or concerns via data.protection@derby.gov.uk.