Private Sector Housing Team – Privacy Notice

When you contact us about your housing situation, we will ask you for your personal details and the personal details for the household. This means we need to provide you with certain information which explains what happens with your information.

If you are a landlord working with the Council we will ask for details relating specifically to your property.

Who we are and what we do

The Council is a data controller under the Data Protection Legislation as we collect and process personal information about you in order to provide Housing Standards, Empty Properties, Independent Living, and meet our statutory and regulatory obligations.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer, Stratford-on-Avon District Council, Elizabeth House, Church Street, Stratford-upon-Avon, Warwickshire, CV37 6HX

Telephone: 01789 267 575


What personal data we may collect from you

  • Basic information such as address, telephone number, email address
  • Details about the household composition
  • Any other information provided in support of an application, such as medical evidence, proof of identification or any other information required to process your application with us
  • We may also collect special personal data which includes religion, ethnic origin, disability and sexual orientation

Why we need your information and how we use it

The Council has to collect personal information from individuals to enable us to fulfil our statutory obligations in terms of:-

  • Ensuring properties are in a fit and proper condition
  • Collecting information to able an assessment for independent living
  • Identifying information on the operation and occupation of a property
  • Providing information to Ministry of Housing, Communities and Local Government (MHCLG) to meet reporting requirements under the new legislation

We have a statutory obligation to provide these services in accordance with the following legislations, the list is not exhaustive:

  • Housing Acts: 1980; 1985; 1996; 2004
  • Deregulation Act 2015
  • Smoke and Carbon Monoxide Alarm (England) Regulations 2015 SI 2015/1693 – under the powers in the Energy Act 2013
  • The Redress Schemes for Letting Agency Work and Property Management Work (Requirement to belong to a letting scheme etc) (England) Order 2014
  • Environmental Protection Act 1990
  • Housing Grants, Construction and Regeneration Act 1996
  • Building Act 1984
  • Housing and Building Control Act 1984
  • Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015
  • Planning and Housing Act 2016
  • Local Government (Miscellaneous Provisions) Acts 1976; 1982
  • Mobiles Home Act 1973; 1983; 2013
  • Local Compensation Act 1973
  • Local Government Act 1972
  • Landlord and Tenant Acts 1954; 1985; 1987
  • Local Government and Housing Act 1989
  • Prevention of Damage by Pests Act 1949
  • Public Health Acts 1936; 1961; 1969
  • Protection from Eviction Act 1977

We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you.

Who your information may be shared with (internally and externally)

We may share some information with other organisations or contact them for further information about your household, or refer you to for further support will depend on your personal circumstances, but may include Other public authorities and public partnerships (e.g. councils, schools, NHS providers, G.P's and other health providers, Police, government departments etc.)

  • Voluntary and community sector and other non-commercial sector organisations that help us deliver services
  • Registered Housing Providers, housing charities and private landlords and letting agencies
  • Businesses that we contract with to help us deliver services
  • Credit referencing agencies

How long we keep your information (retention period)

Data is only held as long as is necessary, unless superseded by statutory regulation, and disposed of securely when it is no longer needed.

Your rights

You have rights under the Data Protection Legislations:

  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data erased in certain circumstances
  • to object to or restrict how your personal data is processed
  • to have your personal data transferred to yourself or to another business in certain circumstances
  • you have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Commissioner

You can view all of your rights by visiting the main privacy notice.

How you can access, update or correct your information

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of our records free of charge, within a month.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:

Private Sector Housing Team, Stratford-on-Avon District Council, Elizabeth House, Church Street, Stratford-upon-Avon, Warwickshire, CV37 6HX


Telephone: 01789 267575

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this document, please tell us. Contact the Data Protection Officer

You can also complain to the Information Commissioner:

Contact: the Data Protection team

Last updated on 31/01/2020