Privacy Notices - Housing surveys Privacy Notice


You need to be aware of this Privacy Notice if you are completing the annual Tenant Satisfaction Measure survey, sent out by SBC Housing as required by the Regulator of Social Housing through the Tenant Satisfaction Measures standard 2023. 

You should also read this Privacy Notice if you are completing any other survey that SBC Housing is required to carry out on behalf of other Government regulated housing bodies, these may include the Housing Ombudsman Service, the Regulator of Social Housing and the Department for Levelling Up, Housing and Communities.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

We will act as a “Data Controller” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 and the UK General Data Protection Regulations. (GDPR)

Please note that if you do not provide your personal details as requested, we may not be able to consider your feedback.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the UK General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

We will hold personal information comprising of your name, contact details and address. 

We will also collect special category data, age, disability, and race.

How do we process your personal data?

We comply with our obligations under the DPA 2018 / UK GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We have an interest in processing personal data during the Housing Tenant Satisfaction Measure survey, keeping records of the diversity of survey respondents.

We need the following to:

  • comply with Government requirements in ensuring the responses we receive are representative of the tenants we serve.
  • help with statistical and analytical purposes
  • monitor access to our survey.
  • deliver services and support to you.
  • manage those services we provide to you.
  • train and manage the employment of our workers who deliver those services.
  • check the quality of services.
  • help with research and planning of new services

We may process categories of data such as address to review survey statistics, the results of which will influence future Housing service delivery with a view to improving overall tenant satisfaction.

How the law allows us to use your information?

We collect and use this information under Article 6 of DPA 2018 / UK GDPR, (e) Public task: the processing is necessary for the local authority to perform a task in the public interest; (h) Health and Social Care Provision.

Article 9 - Special Categories of Data DPA 2018 / UK GDPR: (g) Processing is necessary for reasons of substantial public interest. (h) Health and Social Care Provision, with bases in Part 2 of Schedule 1 of the DPA 2018 - Statutory and Government Purposes.

Who do we share your information with?

Your personal information will only be seen by those Swindon Borough Council staff involved with processing the survey results and may be disclosed to third parties where the data will be represented in an anonymised manner.

Our survey provider is ‘SmartSurvey’, who provide online surveys and forms as a service. They process your Personal Data as a Processor on behalf of Swindon Borough Council.

When you provide us with information, we will tell you who we will share it with.

How do we protect your information?

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.

The employees who have access to personal data have been trained to handle such data properly and in accordance with latest regulation.

How long do we keep your personal information?

We will hold this information for a retention period of 36 months, from completion of the survey.

What you can do with your information?

Under data protection law, you have rights including:

  • Your right of access - you have the right to ask us for copies of your personal information
  • Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
  • Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances
  • Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances
  • Your right to object to processing - you have the the right to object to the processing of your personal information in certain circumstances
  • Your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances
Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to our Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures.

Data Protection Office

You can contact our Data Protection officer by email:

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at

You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office

Wycliffe House
Water Lane


The ICO website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council. If you do not provide your contact details we cannot enter you into the prize draw.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for Housing surveys.

Read the main Privacy Notice