Portsmouth City Council is a registered Data Controller (Registration Number Z5578313) Portsmouth City Council tries to meet the highest standards when collecting and using personal information in accordance with data protection law. This privacy notice tells you about how Portsmouth City Council collects and uses personal information

What information do we collect?

Portsmouth City Council could collect one or more of the following from our services users within the supported housing portfolio.

  • Name/ Address/Date of Birth
  • Ethnicity
  • NHS Number and Health information
  • Relationships Information
  • Referral/Assessment Information
  • Relevant Case Information
  • Mental Capacity Information
  • Contact details
  • Other Agencies Involved
  • Financial Information including bank account details
  • Risks
  • Next of Kin
  • Photos

We keep copies of letters and records of telephone calls along with any other information we receive about you from other people.

Why do we collect your information?

Portsmouth City Council uses personal information to:

  • Deliver services
  • Manage tenancies
  • Manage both planned and response repairs
  • Offer support
  • Assist in service development including press releases with agreement
  • Enable utility bills associated with properties to be paid
How do we use your information?

Portsmouth City Council uses personal information to:

  • Ensure that we can contact you when we need to about your home
  • Allow you to pay for services via direct debit and over the telephone
  • Help you to access other services Portsmouth City Council provide
How do we keep personal information secure?

Portsmouth City Council ensures that your personal data is kept secure through the use of technical security measures for all our IT systems. We ensure that only employees who should have access to personal data can do so and this is managed through comprehensive training, regular checks and validation. Anyone that processes personal data on our behalf, such as repairs contractors, are governed by specific contracts to ensure that they do so securely and only for the purposes set out by Portsmouth City Council.

Sharing or disclosing personal information

There may be times when we need to share your information with other people. We will only do this if you have given your consent or where the law allows or requires us to. This could be in an emergency where there is a safeguarding concern or life threatening situation or for the purposes of preventing or detecting crime or fraud or apprehending and prosecuting offenders where we have a statutory duty to do so.

We will only share appropriate information about you with your family or carers and usually only where you have given specific permission to do so. We may withhold information where it places any individual at risk.

We will share personal data with other organisations such as

  • Health Agencies
  • Department Working Pensions
  • Police
  • Care Agencies
  • City/District/Borough Councils
  • Direct payment support services
  • Internal Portsmouth City Council departments

We will only share with each person or organisation the details they need in order to provide their services or support to you or perform their statutory duty.

How long do we keep hold of personal information?

Records will not be kept for longer than necessary. Full information regarding retention periods for the different types of data can be found on our corporate retention schedule.

Access to personal information

You have the right to know if Portsmouth City Council holds any personal information relating to you. You can do this by making a ‘Subject Access Request’ using the information in the ‘How to contact us’ section or by going to our Freedom of Information page.

You will usually be entitled to see all of the data held about you but may not be entitled to see confidential information about other people.

Access to CCTV images

CCTV images that are stored and catalogued may be accessed by individuals by following the procedure above to make a ‘Subject Access Request’. Portsmouth City Council may not record CCTV at all locations with CCTV signage and not all CCTV cameras will be operational at all hours of the week. Individuals may not be able to see visual images that contain other identifiable individuals or are considered confidential under law e.g. if they are required for the prevention or identification of a crime.

Complaints or queries

If you have a complaint or query about how we collect and use personal information, if you would like a change to be made to your record or want to object to processing of your information, please contact us using the information in the ‘How to contact us’ section below.

If you would like to make a complaint or are not satisfied with the responses you have received from us after making a request, please contact:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,

Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number).

Changes to this privacy notice

This privacy notice was last updated on 24 January 2017.

How to contact us

If you want to request details of our privacy policy and how we collect and use personal information, you can contact:

Corporate Information Governance Officer,
Customer, Community & Democratic Service,
Portsmouth City Council
Civic offices,

Email: foi@portsmouthcc.gov.uk

Telephone: 023 9282 2251