Property and Consultancy Services - privacy notice

Who we are?

Derby City Council is the local government unitary authority for Derby City. Our address is the Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at data.protection@derby.gcsx.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

Details of information obtained from third parties?

None.

How is your information used?

We may use your information to:

Create and update Property Services Portal User Accounts, as requested and required.

Provide you with important service messages and information as well as occasionally providing information with regard to newly available services.

Publish relevant contact details between DCC Clients, DCC Approved Contractors and DCC Staff, using portal applications and Work Orders, in order to facilitate efficient delivery of services and completion of works.

Add to or update contact information held within our Asset Management System for direct use in delivering Property Management Services in relation to:

• Planned Services
  • Planning, scheduling and completion of Mechanical and Electrical servicing
• Fire Safety / Asbestos / Legionella Compliance
  • Planning, scheduling and completion of Fire Safety, Asbestos and Legionella Compliance Surveys and inspections
• Property Condition Inspection
  • Planning, scheduling and completion of Property Condition Surveys and inspections
• Energy Efficiency
  • Building Energy Consumption Monitoring
• Project Management
  • Planning, scheduling and completion of Mechanical, Electrical and Building Projects
• Reactive Repairs and Remedial Work Management
  • Scheduling and completion of Mechanical, Electrical and Building repairs reported directly by the DCC Client or DCC Approved Contractor
  • Scheduling and completion of Mechanical, Electrical and Building repairs resulting from any of the planned services listed above.

Your contact information is used to ensure that:

• DCC Staff can contact DCC Clients and DCC Approved Contractors in arranging works to be performed; access to premises and any issues arising from this
• DCC Clients can contact DCC Staff and DCC Approved Contractors in arranging works to be performed; access to premises and any issues arising from this
• DCC Approved Contractors can contact DCC Staff and DCC Clients in arranging works to be performed; access to premises and any issues arising from this

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for. 

Who has access to your information?

The information that is provided may be shared with, and accessed by, other departments in the Council (such as Estates and Property Review and Finance). This is so we can ensure that our information is up to date in relation to services offered and that the most appropriate person is being contacted, where required, in administration and delivery of these. 

The information will also be published in the appropriate Contacts section of Property Services Portal Applications to allow for accurate and efficient communication between parties such as DCC Clients (Site Management), DCC Approved Contractors (Buildings, Electrical and Mechanical Services) and DCC Property Services Staff (Engineers, Surveyors, Project Managers) in delivery of services and completion of works.

The information made available is:

• person forename
• person surname
• work organisation name
• job title
• property (work) address
• contact telephone number
• contact email address.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights in relation the personal data we process?

• Access – you can request copies of any of your personal information that is held by the Council.  
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule; information about this is at https://www.derby.gov.uk/retention-schedule/. We will comply with the Data Protection 2018.

What security precautions in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

We do not use any automated decision making processes.

Under 13

If you are accessing online services and are under the age of 13‚ please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Cookies 

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.