Purpose and lawful basis for processing

North Devon Council's Estates team manages the Council's properties. We therefore use your personal information for the purpose of processing applications for leasing or purchasing Council land and property, for monitoring/maintaining your tenancy and on the basis of our contractual relationship with you.

The lawful bases we rely on are as follows:

• Article 6(1)(b) of the GDPR, which allows us to process personal data where this is necessary for the performance of a contract (which would include a lease or contract for the sale of property) to which you are a party or in order to take steps at your request prior to entering into such a contract
• Article 6(1)(c) of the GDPR, which allows us to process personal data where this is necessary for compliance with a legal obligation to which we are subject; and
• Article 6(1)(e) of the GDPR, which allows us to process personal data when this is necessary to perform our public tasks as a local authority - this will normally be where we deal with our in house housing team in relation to tenants in Council owned premises

If the information we collect or process pursuant to the provision of our services as the Council's estates team contains special category data, such as health or criminal offence information, the lawful basis we rely on to process it is article 9(2)(g) of the GDPR. This also relates to our public task and the safeguarding of your fundamental rights. And Schedule 1 part 2(6) of the Data Protection Act 2018 which relates to statutory and government purposes - namely this would be where we need to make reasonable adjustments to our premises to take account of a disability.

What we need

As standard will need and/or hold your name, address, email address, phone number, National Insurance Number, bank/payment details, references and Arrears notes.

What we do with it

This use your personal data to contact the Council's tenants for billing and statutory notification purposes, as well as chasing of any arrears payments.  We will also process your personal data where we buy freehold land from you or sell land to you where applicable in accordance with the land transaction.

We will keep up to date records of contact details of tenants in order to provide them with any issues that may affect their tenancy in the future

Contractors carrying out repairs to property may in some cases require an on-site contact.

Personal data is routinely shared with the Council’s Legal and Financial Services teams as an essential part of maintaining the contractual agreement with the tenant or with a purchaser or seller of land (as applicable).

Information may also be shared with partner agencies during
safeguarding investigations and for fraud identification and prevention.
Lease information may be shared with the Valuation Office Agency when requested

We may also share your data with our Housing teams where necessary in accordance with the Council's legal obligations and public law functions as a local housing authority.

How long we keep it

For information about how long we hold personal data, see our Retention Schedule.

What are your rights?

We are acting pursuant to a contract (ie. a lease or freehold transfer) or pursuant to our public task in respect of acting on behalf of the Council as its Estates team. You therefore have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it. For more information on your rights see Your Rights.