Asset management and commercial property privacy notice

1 Council Contact Details

1.1 North Northants Council
Registered Office:
Sheerness House
41 Meadow Road
NN16 8TL

Tel: 0300 126 3000

2 Information that we hold

2.1 The categories of personal information we collect include the following:

Name, address, date of birth, National Insurance number, contact details, details of anyone authorised to act on your behalf if applicable, banking details (if you pay your rent by direct debit)

Other personal information we may collect as required:

  • Credit score ratings
  • References from your chosen referees
  • Documentation that provides Proof of Identity and Proof of Address
  • Other personal information which will vary on a case by case basis to help us resolve breach of tenancy, alleged anti-social behaviour or fraud

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you

3.2 What is the basis for us to process your data?

As a local authority the Council has a legal duty to carry out many of its functions or is obliged to carry out tasks which are in the interest of the general public. Some services require you to enter into a contract with us such as a tenancy agreement. In some instances, there may be a legitimate reason to process your information without your consent. In any of these situations it is necessary for us to collect and process your personal information.

If you are a tenant of the Council, we will process your information under the terms of the contract or lease.

Why we collect information about you

North Northamptonshire Council is a Landlord of various properties within the borough and needs to collect certain information about you and your company in order to carry out its service and other activities associated with managing your tenancy.

Other activities include:

  • Managing your property, tenancy/lease and rent account as your landlord
  • Property and grounds maintenance and repair
  • Property Alterations and change of Uses
  • Selling properties or Land
  • Setting up of Wayleave agreements and other access rights
  • Licences to Occupy
  • Property and Land purchases

4 What we do with the information

4.1 How will we use the information we hold about you?

We will only ask for the minimum amount of information required to deal with your circumstances. We will use the information you provide along with information we obtain from third parties or partner agencies to:

  • Respond to any service requests, feedback or complaints
  • Keep you informed eg Planned maintenance works
  • Allow access to our services and carry out transactions
  • Provide you with information regarding our services
  • Signpost you to the relevant organisation if we are unable to assist you directly

We will never sell or pass on your personal information for marketing purposes.

4.2 Who we will share your information with

Your information will only be used for the purpose/s it was originally provided for and shared with the relevant members of staff. It will only be shared with other teams within the Council or partner agencies where necessary and the law allows or requires it, or to improve the service you receive.

We may pass on your personal information to law enforcement bodies such as the Police, government authorities and other organisations for the prevention and detection of crime or fraud.

Other organisations we may share your data with are (if the law allows or requires it, or if we have your consent):

  • Partner and Multi Agency organisations
  • Courts
  • External Contractors (for certain repairs and maintenance)
  • Next of kin or family members
  • Conveyancers
  • External valuers

5 How long we keep your information for and how we securely dispose of it after use

5.1 We keep your personal information for all aspects of processing for the minimum period necessary and in line with the council’s retention schedules.

5.2 All information will be held securely and will be securely destroyed or deleted when no longer needed.

6 How we store your information

6.1 Your information is securely stored on the council’s systems.

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Corporate Privacy Notice for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 The right to withdraw consent (if applicable). You can ask that we no longer use your details for this [processing/groups of processing]. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8.1 below.

8 Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 28 April 2022