Portsmouth City Council is a registered Data Controller (Registration Number Z5578313). It 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.
Portsmouth City Council collects the names, addresses, dates of birth and contact information in the form of telephone numbers and email addresses from you as a customer or tenants. We may also collect other personal information about your family, your mental and physical health, financial circumstances and housing and social care and support needs. We keep copies of letters and records of telephone calls along with information we receive about you from other people, for example your doctor. We also keep details of your next of kin, people you wish us to contact and details of any payments made in connection with your tenancy and specific information needed in order to keep you independent in your own home.
Portsmouth City Council uses personal information to:
Portsmouth City Council uses personal information to:
The legal basis for using your information is generally provided by Article 6(1) (e) of the General Data Protection Regulation (GDPR) “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority” i.e. the provision of sheltered housing services and by Article 6(1) (b) “processing is necessary for the performance of a contract ‘ i.e. information is used in connection with your sheltered housing tenancy agreement and your personal care plan and consent to care with Ian Gibson Court Care.
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.
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 website.
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 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.
There may be times when we need to share your information with other people. We will only do this where the law allows or requires us to. For example, with the police or other emergency services 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 share or withhold information where it places any individual at risk.
We will share personal data with other organisations such as contractors to enable them to carry out repairs on our behalf, with other organisations and businesses such as other housing providers or local authorities that provide you with a service including, health or social care providers to allow us to assist you with your housing needs or to offer you appropriate support within your tenancy or your personal care.
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.
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, Wilmslow, Cheshire, SK9 5AF Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number).
This privacy notice was last reviewed on 1 July 2024.
If you want to request details of our privacy policy and how we collect and use personal information, you can contact:
Data Protection Officer
Portsmouth City Council
Civic offices, Portsmouth, PO1 2AL
Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9268 8482
