Privacy Notices - Planned and Capital Works Tenant Satisfaction Survey Privacy Notice

You need to be aware of this Privacy Notice if you are completing a tenant satisfaction survey in relation to Planned and Capital works carried out at your property.

This privacy notice explains what happens to the information we collect for the purposes of tenant engagement, housing management and maintenance of your home.

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

Swindon Borough Council 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/UK GDPR.

Please note: If you do not provide your personal information we may not be able to resolve any issues you have put in the satisfaction survey.

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 Data Protection ACT 2018/UK GDPR.

We will collect the following details:

• Your name
• Your address
• Your email address
• Your mobile phone number
• Your telephone number

We comply with our obligations under the Data Protection ACT 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.

We need your personal information to understand the quality and standard of works provided, and your satisfaction with it. We will use the information to resolve any issues raised in the satisfaction survey, improve the service quality and its processes and to use the information for the project’s statistical and analytical purposes.

Housing legislation, including The Housing Act 1985, Housing Act 1996, the Homelessness Reduction Act 2017 and the Localism Act 2011 are the legal basis for providing you with the service you require, and the need to collect, store and use your personal information. We are committed to protecting the personal information we collect about you. This Privacy Notice explains what happens to the information we collect for the purposes of finding out how well we carried out your housing repair and giving us feedback so that we can improve the service.

We collect and use this information under Article 6 (lawful processing) of the Data Protection ACT 2018/UK GDPR:

• In terms of Article 6, by completing the registration process you are giving Consent to the processing of data for the purposes of this survey.
• In terms of Article 9, by completing the registration process you are giving Explicit Consent to the processing of data for the purposes of this survey.

Your personal information will be seen by Swindon Borough Council staff and may be disclosed to third parties for the following reasons:

• Department of Work and Pensions: administration of benefits and prevention of homelessness
• Local authorities, registered social landlords, letting agents, private landlords: administration of applications for and letting of housing
• Police: the detection and prevention of crime and anti-social behaviour. Administration of applications for and letting of housing including housing options and prevention of homelessness.
• National Probation Service and Community Rehabilitation Company: the detection and prevention of crime and anti-social behaviour. Administration of applications for and letting of housing including housing options and prevention of homelessness.
• National Health Service: administration of applications for and letting of housing including housing options and prevention of homelessness. Consideration of housing and assessment health needs. To assist tenants living in sheltered housing or clients of the Homeline service in emergency situations.
• Social care services: administration of applications for and letting of housing including housing options and prevention of homelessness. Consideration of housing and assessment health needs.
• Dorset and Wiltshire Fire and Rescue: housing management and fire prevention
• Utility providers: housing management and maintenance
• Telecom providers: administration of telecoms services
• Surveillance equipment: the detection and prevention of crime and anti-social behaviour in public areas
• National and Local Government statistical returns: statistical and analytical purposes
• Repair contractors: housing repairs and maintenance
• Voluntary agencies: administration of applications for letting of housing, including housing options and prevention of homelessness
• Debt collection agencies: administration of applications for letting of housing, including any rent arrears and/or former tenant arrears
• Debt collections agencies: administration of applications for letting of housing, including any rent arrears and/or former tenant arrears
• Mortgage and financial institutions when considering a right to buy purchase
• HM Courts & Tribunals Service: housing related legal proceedings
• Smart survey: administration of affordability assessments and customer satisfaction surveys
• TV Licensing: administration of Accommodation for Residential Care (ARC) concessionary TV Licences
• Housing Ombudsman and Local Government Ombudsman: administration of complaints
• Equifax: a consumer Credit Reference Agency (CRA), to search for information about current customers in relation to debt management and tenancy fraud investigations. This service is utilised when legal action is being considered
• NEC Housing management system: All data covered within Housing Services and Operations and other teams across SBC will be stored within the new software system, this includes but not exclusive to applicant and tenant data, Homelessness and repairs.
• QLP: External consultants commissioned by Housing to support the implementation of the new Housing Management system. Access to existing data currently held by SBC, operate under strict confidentiality agreements and adhere to data protection laws, ensuring the security and integrity of your personal data.
•  DocMail and Apogee: to facilitate the distribution of letters and important communications to customers. These services allow us to securely upload documents to their portals, from where they are printed and mailed to recipients. This may include, but is not limited to, housing-related correspondence such as tenancy agreements, rent statements, or notifications regarding your tenancy.
• Docusign: securely sign documents digitally. This service is used by the Mutual Exchange and Sign-Up Team in the Housing Department to facilitate the signing of agreements such as tenancy contracts and mutual exchange documents. Other Council departments may also use DocuSign to process and sign documents between parties.

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.

Function description: for the process of monitoring performance and remedying issues.

Retention action: 12 months from the receipt of your feedback.

Example: to aid with an issue about Planned and Capital Works to your home that resolves the problem and prevents further complaint.

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 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.

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: DataProtection@swindon.gov.uk

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 www.ICO.org.uk.

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

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

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

You are under no statutory obligation to provide personal data to Swindon Borough Council during the satisfaction survey process. However, if you do not provide any data, we may not be able to properly understand the standard of work carried out and action any feedback as we will be unable to relate it to a particular property.

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

You are viewing the Privacy Notice for the Planned and Capital Works Tenant Satisfaction Survey.

Read the main Privacy Notice