The following privacy notice applies to the Asset team dealing with the council’s commercial property, and all other non-operational property, and for which property there is a legal document linking the council and another party.

This notice explains how personal information is going to be used, what it is used for, who it might be shared with and why and for how long it is to be kept.

The information we collect and may hold about you depends on our relationship with you through any legal documentation. This may include: 

• Personal information including your name, photo ID, contact details, (correspondence address, email, phone)
• Banking information if you pay by Standing order or Direct Debit (we do not retain any card detail information)
• Records of any of our contacts with you, your contact with us and any contact from third parties representing you or about you

Generally the information we hold will have been provided by you (on application or enquiry forms) but we may also hold information provided by third parties (solicitors for example) where this is relevant to the legal relationship in respect of the property. 

We collect process and store personal information about you in order to manage, operate and deliver services to you. This includes:

• Managing account charges and payments including any arrears
• Managing the property which is relevant to you in terms of your obligations under the legal agreement under which the property might be held
• Complying with relevant legislation and regulations
• 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
• Help investigate any worries or complaints you have about your services
• Keep track of spending on services
• Check the quality of services

Crawley Borough Council is registered as a Data Controller with The Information Commissioner’s Office (Registration Number Z5327706).

The Council (CBC) complies with The Data Protection Act 2018 and the GDPR.

We ensure that your personal data is processed fairly, kept safe and secure and retained for no longer than is necessary.

The Data Protection Officer for CBC is Head of Legal and Democratic Services.

If you have any concerns or questions about how we look after your personal information please contact the Data Protection Officer.

• Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
• Processing is necessary for compliance with a legal obligation
• Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

We pass data to:

• Internal departments.
• Local and county authorities. 
• Central Government.
• Land Registry.
• Other third-party organisations, as allowed by law.
• Other partner agencies that provide services on our behalf.
• Agencies with whom we have a duty to co-operate, such as the police.
• HM Court Services.

We will not share data with third-parties for marketing purposes.

Personal data will be retained for 6 years from the termination of any legal agreement for a property, or 6 years from the date regulatory/enforcement action taken should this post-date the termination of a legal agreement.

You have the right to:

1. Be informed of data processing (which is covered by this privacy notice)
2. Access information (also known as a Subject Access Request)
3. Have inaccuracies corrected
4. Have information erased
5. Restrict processing
6. Data portability
7. Intervention in respect of automated decision making
8. Withdraw Consent (see below)
9. Complain to the Information Commissioner’s Office (see below)

To exercise any of these rights please contact the Data Protection Officer.

The lawful basis upon which CBC process personal data is set out in this Notice.  However, where personal data is solely processed on the basis of consent, you will have the right to withdraw that consent.

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer.

For independent advice about data protection, privacy and data rights, you can contact the Information Commissioner’s Office (ICO):

• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire DK9 5AF
• Tel:  0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
• Visit ico.org.uk
• Email casework@ico.org.uk