Privacy Notice Community Lettings, Lease and Licence Applications

Spelthorne Borough Council is collecting your personal details, alternative contact details as well as details of your organisation to contact you and allow us to consider your request as a potential tenant under the Community Lettings Policy, as a potential tenant of our grazing sites, or as a potential tenant providing services/activities from our sites. We process personal details to allow us to contact you when a grazing site, community asset or general asset becomes available and if successful, following a tender or evaluation process to enter a contract with you.

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 from third parties as recommendations:

What information does the Council collect?

Your name and contact details which may include your address, email address and phone number(s). We will be processing your information which may be on behalf of the entity you represent. We may also collect information relating to a funding partner / relative organisation, referees or professionals acting on your behalf. As part of our due diligence, we may collect financial information.

Why does the Council process personal data?

The purpose the Council processes this information is to allow us to contact you regarding the availability of sites and then following a successful tender or evaluation process to enter a contract with you.

When we process your data, we do this under UK GDPR Article 6(1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

We are also required to process personal data for the fulfilment of our legal obligations such as Public Contracts Regulations 2015 and Local Government Transparency Code 2015F and are then doing so under basis of UK GDPR Article 6(1)(c) Legal obligation. 

Who does the Council share your personal data with?

We will at times share your data with other departments within Spelthorne Borough Council. We may share your information with external consultants who are processors on our behalf and credit reference agencies to verify the data. If required, we will also share your personal information with external auditors.

How long does the Council keep your data?

The Council will hold your personal data for 1 year from registering your interest. If you enter into a contract with the Council, we will hold your data for the duration of the contract and for a further 15 years after the termination of the contract in line with the Council's retention policy.

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.