Local Land Charges: Data Privacy Notice

The identity and contact details of the company

Reading Borough Council Corporate and Commercial Legal Services

Contact details of the Data Protection Officer

Nayana George IGTeam@reading.gov.uk

What Personal Data is held?

1. Search agents: The Service may collect some or all of the following information about an individual, where that individual applies for a local authority search:
   • personal name and address details
   • business, company or organisation name and address details
2. Statutory agreements: The following information will be held on the statutory Local Land Charges Register:
   • personal name and address held within statutory agreements, such as planning or highway agreements, which are required to be recorded in the public register.

How will the data be stored?

On the Council’s secure network with role-based access, and restricted to the appropriate team who process applications.

What is the legal basis for the collection, use and storage of the data?

We rely on the following as the lawful bases on which we collect and use your personal data:

UK GDPR Article 6(1)(e) Public Task the processing is necessary to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

Give details of how long the data will be stored and criteria used to determine this?

Personal data will be retained only for as long as necessary to fulfil the purposes for which it was collected, in accordance with statutory requirements and the Council’s retention schedule. Specifically:

• Search Agent Data: Retained for 6 years from the date of the search request, in line with limitation periods for legal claims and audit requirements.
• Statutory Agreements (Local Land Charges Register): Retained permanently as required by law, since these records form part of the public register.
• General Correspondence and Supporting Documents: Retained for 6 years after case closure, unless a longer period is required for ongoing legal obligations or proceedings.

Criteria for determining retention periods include:

• Legal and regulatory requirements (e.g., Local Land Charges Act, GDPR).
• Limitation periods for potential legal claims.
• Operational needs for audit and accountability.
• Public interest in maintaining statutory records.

At the end of the retention period, data will be securely deleted or anonymised.

Who will it be shared with and for what purpose?

1. Search agents: We only share the information we have collected about you where it is necessary, lawful and fair to do so with other Council departments
2. Statutory agreements: We will share information that we have collected from statutory agreements with search agents and firms of Solicitors to be provided to their client.
3. Other Agencies with an appropriate Lawful Basis under UK GDPR Article 6

How can the service user get access to it?

Subject Access Request can be made by following the link: www.reading.gov.uk/dataprotection

State whether any data is to be transferred outside the UK?

No Data will be transferred out of the UK/EEA Area.

Is processing based on consent?

No

What other rights does the service user have?

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.

You have a right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled by RBC. They can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk

State if there will be any automated decision making

No