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Portsmouth City Council ("the Council", "we", "us") is the data controller for the personal information described in this notice. We are registered with the Information Commissioner's Office (ICO) (Registration Number Z5578313).
This privacy notice explains how Portsmouth City Council collects, uses, shares, stores and protects personal information relating to housing management garages and parking services.
Who we are and how to contact us
Data Controller: Portsmouth City Council (Registration Number Z5578313)
Address: Civic Offices, Portsmouth, PO1 2AL
Data Protection Officer Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9282 2251
If you have questions about this notice or want to exercise your data protection rights, contact the Data Protection Officer using the details above.
Who this notice applies to
This notice applies to:
- Council tenants renting a garage or parking space
- Customers applying for or holding a garage or parking licence
- People on waiting lists for garages and parking spaces
- Leaseholders and other customers using housing management garage and parking services
The personal information we collect
We may collect:
- Name, address and date of birth
- Contact details, including telephone numbers and email addresses
- Tenancy and licence information
- Payment and Direct Debit details
- Next of kin and emergency contact details
- Records of correspondence, emails, letters and telephone calls
- Information received from third parties involved in supporting you
- Information about your family, financial circumstances, housing needs and social care needs where relevant
- Information about your physical or mental health where relevant to the service being provided
Special Category Data
Some garage and parking service users may provide information relating to health conditions, disabilities or support needs. We only process this information where the law allows and with appropriate safeguards in place.
Where we get your information from
We obtain information:
- Directly from you through applications, enquiries, correspondence and service requests
- From other Council services where relevant
- From professionals supporting you, such as healthcare professionals or support agencies where appropriate and lawful
- From organisations acting on your behalf
How we use your information and our lawful bases
We use personal information to:
- Deliver garage and parking services
- Manage garage and parking licences
- Maintain waiting lists and allocate garages and parking spaces
- Contact you when a garage or parking space becomes available
- Manage repairs and maintenance to garages and associated assets
- Arrange and communicate repairs
- Process Direct Debit payments and other charges
- Notify you of changes to licence terms and conditions
- Offer advice and support where appropriate
- Support service planning and development
- Meet legal and regulatory obligations
Lawful bases under UK GDPR
Most garage and parking management activities are carried out under the lawful bases of:
- Public task
- Contract
- Legal obligation
Where consent is relied upon, this will be made clear when information is collected.
Who we share your information with
We may share information where necessary and lawful with:
- Other Council services
- Contractors carrying out repairs and maintenance on our behalf
- Other housing providers where relevant
- Health and social care organisations where support or safeguarding concerns exist
- Police and law enforcement agencies where required to prevent or detect crime
- Family members, carers or representatives where you have authorised this or where the law otherwise permits
- Organisations providing services or support connected to your tenancy, lease or licence
Information may also be shared where necessary:
- To prevent or detect crime or fraud
- To protect someone from serious harm
- To meet a legal obligation
- To support safeguarding responsibilities
We will only share the information necessary for the relevant organisation to deliver services, provide support or carry out its statutory functions.
We do not share personal information for third-party marketing purposes.
CCTV and Body Worn Cameras
Some Council housing estates, garages, parking areas and offices may be covered by CCTV and body worn cameras.
CCTV and body worn camera recordings are used to support security, investigate complaints, prevent and detect crime, and protect residents, visitors and employees.
CCTV and body worn camera recordings that are stored and catalogued may be accessed through a Subject Access Request.
Access may be restricted where recordings contain other identifiable individuals or where disclosure would prejudice the prevention or detection of crime or where another legal exemption applies.
Portsmouth City Council may not record CCTV at all locations displaying CCTV signage and not all cameras will be operational at all times.
How long we keep your information
Personal information is only kept for as long as necessary for the purposes for which it was collected and in accordance with the Council's corporate retention schedule.
Records are reviewed regularly and will not be retained longer than necessary. Retention periods vary depending on the type of information and the purpose for which it was collected.
Further information can be found in the Council's corporate retention schedule.
How we keep your information secure
Technical and organisational measures are used to protect personal information, including:
- Access controls and permissions
- Staff training and awareness
- Secure storage and IT systems
- Regular monitoring and validation processes
- Information security and data protection policies
- Contractual controls with contractors and suppliers
Anyone processing personal information on behalf of Portsmouth City Council is required to do so securely and only for authorised purposes.
Your data protection rights
Under data protection law, you may have the right to:
- Access your personal information (Subject Access Request)
- Request correction of inaccurate information
- Request erasure in limited circumstances
- Request restriction of processing
- Object to processing in certain circumstances
- Request data portability in limited circumstances
- Exercise rights relating to automated decision-making and profiling
Right to object
You have the right to object to processing carried out under public task or legitimate interests in certain circumstances. Requests can be made by contacting the Data Protection Officer.
How to exercise your rights
You have the right to know whether Portsmouth City Council holds personal information about you.
Requests can be made by contacting the Data Protection Officer or by visiting the Council's subject access request and Freedom of Information pages.
You will usually be entitled to access your personal information, although access may be restricted where information relates to other individuals or where a legal exemption applies.
Complaints
If you are unhappy with how your personal information has been used, please contact the Data Protection Officer in the first instance.
If you remain dissatisfied, you may complain to:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Links to other websites
The Council's website may contain links to other websites. This privacy notice does not cover those websites. Please read the privacy notices published on any external sites you visit.
Changes to this privacy notice
This privacy notice was last reviewed on 1 July 2024.