The General Data Protection Regulation (GDPR) is a legal framework which sets guidelines for the collection and processing of personal information of individuals within the European Union.
GDPR regulates data management and is designed to keep you and your personal information safe.
By law, Fareham Borough Council has to provide you with certain information about GDPR – everything you need to know is here.
In order to carry out our duties in Fareham Housing, we process personal data about the following types of people:
We hold this personal data securely and use it to:
Unless stated, we are the data controller for your personal data and the following sections provide detail about the information we process, explains what it allows us to do, who we may share it with and how long we keep it for.
As a Local Authority, we only process data that is necessary for us to carry out our statutory functions. To carry out our duties in respect of Fareham Housing Tenancy Services the type of information we process is as follows:
We may also hold sensitive information such as:
The use of your personal data is compliant with the following conditions of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA2018):
These conditions under the GDPR and DPA2018 are supported by the following specific legislation:
Under this lawful basis we do not require your consent to process this information but we are required, through this privacy notice, to ensure that you are fully informed of why we are collecting this information and what we will do with it
Please also note that no automated decision-making process (decisions taken without a person involved) occur for any parts of these procedures controlled by FBC and we do not use profiling to deliver our service to you.
Information provided to us for tenancy and estate management is held in both paper and digital format.
Information provided to us is held in accordance with the Council's Retention Schedule and then it is securely destroyed.
Your personal data will only be held for as long as necessary for the performance of the service or function. This period will vary depending on the service or function being performed, and further details can be found in our Retention Schedule
We may share your personal information with external organisations, such as the Police, to prevent and detect crime, however, this would only occur the law allows us to do so.
We may have to share your information with other teams and departments in the Council, in order to fulfil this and other statutory duties and to deliver a sufficient level of service, in the public interest, as a Local Authority. This includes the protection of public funds, including the recovery of debt owed to the Council and establishing the effectiveness and accuracy of corporate systems and processes.
For the purpose of tenancy and estate management we will routinely have to share your data with the following types of organisations:
We also participate in the Cabinet Office's National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise.
The use of data by the Cabinet Office in a data matching exercise is carried out with the statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.
The Council may also share your data with Call Credit, a credit reference agency (CRA) to utilise their services for the purposes of undertaking checks such as ID checks, money laundering and tracing.
For more information regarding the Council's responsibility of your personal data please visit www.fareham.gov.uk/privacy.aspx.