Privacy Notice Spelthorne Rent Assure Scheme

Spelthorne Borough Council has processed your personal information to allow us to undertake a process to let your property to a suitable tenant. We will also use this information for processing rental payments to you in accordance with the terms of the Rent Assure Scheme and for the management of the tenancy

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, Spelthorne Borough Council must provide you with the following information about the personal data you give to us or we receive via third parties.

What information does the Council collect?

We need to collect your personal data such as name, contact address, email address and contact numbers in order for us to inform your tenant so they can contact you on matters relating to their tenancy.

In addition to this we also need to collect your banking information, which we will share with our Finance Department to set up monthly rental payments to you. 

Why does the Council process personal data?

The Council will use the information gathered to enable the letting of your property in accordance with the requirements of the Rent Assure Scheme and pass certain information on to allow for payment of rent and the management of the tenancy.

The lawful basis we rely on to process your personal data is article 6(1)(e) of the UK GDPR, which allows us to process personal data when this is necessary for the performance of a task carried out in the public interest.

Who does the Council share your personal data with?

When we process your personal data we will share your information with:

• our inventory company (processor) so they can contact you to arrange for an inventory to be taken at the start and end of the tenancy. The inventory company processes this information on behalf of Spelthorne Borough Council
• the Land Registry Service for us to carry out a check to confirm ownership of the property
• the Environmental Health Department in order to establish whether there have been any environmental health issues with the property, or any other properties owned by the Landlord
• the Housing Benefit Department if the tenant is in receipt of Housing Benefit to activate claims

At times we may share your data with other departments within Spelthorne Borough Council where it is necessary.

In certain circumstances where there is a potential for the involvement of fraudulent or unlawful practice, we may need to provide your personal data to other statutory bodies including enforcement agencies, competent authorities, relevant authorities, and Courts of law.

If required to share any personal information with other bodies as mentioned above, we share information securely and proportionately.

How long does the Council keep your data?

The Council will hold your personal data for the duration of the contract and for a further 6 years in line with the Council's retention policy.

Financial information will be kept for a period of 7 years after the last contact date.

Legal information such as agreements and contracts information will be kept for a period of 6 years after the last contact date

For further information about how the Council uses your personal data, including your rights as a data subject, please see below. 

If you have any direct enquiries, Spelthorne Borough Council's Data Protection Officer can be contacted at data.protection@spelthorne.gov.uk.

The GDPR provides the various rights regarding your personal data; for further information please see the data protection rights page on our website.