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 resident engagement 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 leaseholders participating in resident engagement activities
- Residents attending meetings, events, forums, groups or consultations
- Residents taking part in training, classes or community activities
- Residents receiving support through resident engagement services
- People participating in service improvement and consultation activities
The personal information we collect
We may collect:
- Name, address and date of birth
- Contact details, including telephone numbers and email addresses
- Photographs, images and video recordings
- Records of correspondence, emails, letters and telephone calls
- Details of participation in resident engagement activities, meetings and events
- Emergency contact or next of kin details where appropriate
We may also collect information relating to:
- Family and household circumstances
- Physical and mental health where relevant
- Financial circumstances where relevant
- Housing needs
- Social care and support needs
- Information provided by other organisations where relevant to supporting you
We will only collect the minimum amount of personal information necessary to deliver resident engagement services.
Special Category Data
In some circumstances, resident engagement services may process information relating to health, disabilities or support needs to help ensure activities, events and services are accessible and appropriate. 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 registrations, enquiries, consultations and participation in activities
- From other Council services where relevant
- From partner organisations supporting residents
- From organisations involved in helping you access support or opportunities
How we use your information and our lawful bases
We use personal information to:
- Deliver resident engagement services
- Communicate information relevant to residents and communities
- Arrange and manage meetings, forums, consultations and community activities
- Support resident participation in service development and improvement
- Contact you about changes to classes, events or services
- Provide information about engagement opportunities
- Help residents access support, employment and training opportunities
- Work with partner organisations to support residents
- Monitor and improve services
- Support service planning and development
Use of Images and Photographs
Photographs, images and video recordings may be used:
- To document resident engagement activities and events
- To provide examples of good service delivery
- For education and training purposes
- To promote resident engagement activities and achievements where appropriate permissions have been obtained
Lawful Bases under UK GDPR
Most resident engagement activities are carried out under the lawful bases of:
- Public task
- Legal obligation
Where consent is relied upon, such as for certain photography or promotional activities, 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
- Health or social care purposes where relevant
- Social protection and housing functions
Who we share your information with
We may share information where necessary and lawful with:
- Other Council services
- Housing providers
- Health and social care organisations where relevant
- Police and law enforcement agencies
- Employment, training and support providers
- Partner organisations delivering services on behalf of the Council
- Family members, carers or representatives where you have authorised this or where the law otherwise permits
Information may also be shared where necessary:
- To help you access support services
- To support housing-related needs
- To safeguard individuals
- To prevent or detect crime or fraud
- 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
Some Council buildings and locations used for resident engagement activities may operate CCTV systems and body worn cameras.
These systems are used to help maintain safety and security, investigate incidents, protect residents and employees, and prevent and detect crime.
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 suppliers, contractors 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 3 September 2025.