Fair processing notice and data protection GDPR (section 27)

27.1.  Data processed by Reading Borough Council is dealt with in accordance with the Data Protection Act 1998. The Council is required to protect any personal information it holds about you and to inform you how it processes that information and who the information is shared with.

27.2.  By signing this Tenancy Agreement, you consent to the Council using the personal information you have provided to the Council in your housing application, and may provide as a tenant, for the following purposes:

• To carry out our responsibilities under this tenancy.
• To use our rights under the tenancy.
• To keep to our legal responsibilities and the responsibilities we have to other organisations under this Tenancy Agreement.
• To carry out our responsibilities to other tenants, and
• To comply with our legal obligations to Equality and Diversity.

27.3.  The Council will share your personal information with other appropriate organisations and Council services so they can carry out their responsibilities as required by law. This may include:

a)       Contractors appointed to carry out repair, maintenance or improvement work to the property
b)       Law enforcement agencies
c)       Children and Adults Social Care, Education and schools
d)       Housing Benefits and Council tax, DWP
e)       Electoral registration
f)       Local housing providers, and
g)       Professional advisers.

27.4.  Any hard copy files that contain personal and financial information are stored in locked cupboards in a secure building. Only authorised staff have access to such cupboards.

27.5.  Personal and financial information recorded on portable computer equipment is password protected and encrypted. The computer equipment is only used in line with Reading Borough Council’s ICT security policies.

27.6.  Personal and financial information is recorded and stored securely on the Council’s electronic Housing record system.

27.7.  Information will be retained in accordance with article 5(1) (e) Storage Limitation principle under UK General Data Protection Regulations Legislation.

Access to your file & information

27.8.  You have the right to see the information we hold about you and your tenancy, rent payments and application for alternative housing. You cannot see information about other people.

27.9.  If you want to see your file please ask your Housing Officer. We must let you know within 40 days what information we hold and let you have a copy. We can charge a small fee for checking our records.

27.10. If you believe any of the information we hold about you is incorrect, you have the right for it to be amended. Please write to us at Reading Borough Council, Civic Offices, Bridge Street, Reading RG1 2LU if you believe this to be the case.

27.11. You have the right to see our rules for deciding who gets offered a Council home. six years after the termination of your tenancy, after which it will be securely destroyed.