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 neighbourhood 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 and residents receiving neighbourhood services
- People reporting neighbourhood issues
- People affected by anti-social behaviour (ASB) investigations
- Customers using neighbourhood, waste and environmental services
- Members of households connected to neighbourhood service requests
The personal information we collect
We may collect:
- Name, address and date of birth
- Contact details, including telephone numbers and email addresses
- Photographs and images where relevant to service delivery or investigations
- Records of correspondence, emails, letters and telephone calls
- Information relating to tenancy matters and neighbourhood concerns
- Details of next of kin, authorised representatives or people you would like us to contact
- Details of payments relating to neighbourhood services where applicable
We may also collect information relating to:
- Family and household circumstances
- Financial circumstances
- Housing needs
- Physical and mental health where relevant to service provision
- Social care and support needs
- Information provided by professionals or organisations involved in supporting you
Special Category Data
In some circumstances, neighbourhood services may process information relating to health, disabilities or support needs where relevant to delivering services, resolving neighbourhood issues or supporting vulnerable residents. 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 service requests, reports, correspondence and enquiries
- From other Council services
- From partner organisations and agencies
- From housing providers and support organisations
- From professionals involved in supporting you
- From members of the public reporting neighbourhood concerns
How we use your information and our lawful bases
We use personal information to:
- Deliver neighbourhood services
- Deliver waste collection services
- Help keep neighbourhoods safe, clean and tidy
- Arrange planned and responsive cleaning services
- Arrange planned and responsive gardening and grounds maintenance services
- Investigate and respond to reports of anti-social behaviour (ASB)
- Investigate and respond to environmental issues
- Work with partner agencies to resolve neighbourhood concerns
- Help residents access housing, neighbourhood and building services
- Process payments and charges where applicable
- Monitor, review and improve services
- Support service planning and development
Lawful Bases under UK GDPR
Most neighbourhood service activities are carried out under the lawful bases of:
- Public task
- Legal obligation
Where consent is relied upon, this will be made clear when information is collected.
Special Category Data (Article 9 UK GDPR)
Where special category information is processed, the Council relies on conditions including:
- Substantial public interest
- Safeguarding of children and adults at risk
- Social protection and housing functions
- Health or social care purposes where relevant
Who we share your information with
We may share information where necessary and lawful with:
- Other Council services
- Housing providers
- Police and law enforcement agencies
- Environmental and regulatory bodies
- Contractors delivering services on our behalf
- Health and social care organisations where support needs are relevant
- Partner agencies involved in resolving anti-social behaviour or neighbourhood concerns
- Family members, carers or representatives where you have authorised this or where the law otherwise permits
Information may also be shared where necessary:
- To investigate anti-social behaviour
- To resolve environmental issues
- To protect someone from serious harm
- To prevent or detect crime or fraud
- To support safeguarding responsibilities
- To meet legal and statutory obligations
We will only share information necessary for the organisation to provide services, support or carry out its statutory responsibilities.
We do not share personal information for third-party marketing purposes.
CCTV and Body Worn Cameras
Neighbourhood services may operate CCTV systems and body worn cameras in certain locations and during investigations.
These systems are used to help maintain safety and security, investigate complaints, prevent and detect crime, support anti-social behaviour investigations, 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.
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, suppliers and partner organisations
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 15 September 2025.