Estates and Property Privacy Notice

Our core data protection obligations and commitments are set out in Bradford Council's primary privacy notice.

This notice provides additional privacy information for those accessing the Council’s Estates and Property Service and describes how the Estates and Property Service collects, uses and shares personal information about you and the types of personal information we need to process, including information the law describes as ‘special’ because of its sensitivity.

Personal information we collect and use

Information collected by us

The information we collect will be the minimum we need to deliver our service and will include the following personal data;

  • name, title, address, contact details.
  • correspondence (emails, letters, typed notes of telephone conversations)
  • details of occupancy including tenancy agreement and landlord details
  • agent details if applicable
  • date of birth, National Insurance Number – for verification purposes only
  • financial information
  • benefits you are in receipt of when required to support specific allotment concession applications.
  • information relating to medical conditions for preparation of school meals.
  • disabilities information for aids and adaptations installations
  • any relevant business, company or organisation name, address and contact details
  • town or village green statement where it might include personal information to provide evidence to assist with determining the application

How we use your personal information

We collect your personal information for the following purposes:

  • to ensure that the Council has up to date information about its assets (buildings and land) and its customers Service/contractual needs (educational establishments/tenants/community centres)
  • fulfil its day-to-day property management responsibilities (where 'property' means building or land), for example, billing and collection of rents and rates etc.
  • disseminate regular updates to its customers, for example, allotment newsletter circulation, Built Environment updates to customers.
  • inform property-related projects, for example, community asset transfer and assets of community value.
  • fulfil contractual, legal or statutory obligations.

Sometimes we may use the information you have provided us for research and analysis to help us deliver services better and share this with our partners. When we do so, we remove any personal information that may identify you as an individual or household and only use and share anonymous statistics.

How long your personal data will be kept

We will hold your personal information in line with Bradford Council’s retention schedule. At its expiry date the information will be reviewed, and only retained where there is an on going requirement to retain for a statutory or legal purpose. Following this your personal information will be securely destroyed.

Reasons we can collect and use your personal information

The lawful basis on which we collect and use your personal data is that:

  • 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 hold the information in line with the following legislation:

  • The Localism Act 2011
  • The Equality Act 2010
  • Safeguarding Vulnerable Groups Act 2006
  • Commons Registration Act 1965 and 2006
  • Health & Safety Act 1974 & 1980
  • Control of Asbestos Regulations 2012 (HSE)
  • Accounting and Audit Regulations 2015
  • Value Added Tax Act 1994 s.6
  • Finance Act 1998 Sch.18 pt. 3,4 & 5
  • Limitations Act 1980
  • Food Safety Act 1990

Who we share your personal information with

We may sometimes share the information that we have collected about you where it is necessary, lawful and fair to do so. We may share information with the following for these purposes:

With other Bradford Council departments about:

  • the billing and collection of rents
  • day to day property management and maintenance, for example, allotment plot allocation, new tenants of commercial premises, rent review, aids and adaptation
  • routine allotment business, for example, newsletter circulation, regular updates or regular Built Environment customer updates

We may potentially share this information with:

  • other local authorities and government departments, HMRC and DWP
  • judicial agencies/police (to prevent, detect and prosecute crime (including the National Fraud Initiative)
  • Public Bodies
  • an Elected Member/MP as your representative.
  • funding bodies

With other organisations such as Housing Associations, Contractors or utility companies and members of the public (with your consent, or where the law allows us) to:

  • provide services to you on the Council’s behalf such as compliance tests and statutory inspections or aids and adaptations installations.
  • repair or maintain a property/site.
  • In the course of determining an application for the registration of land as a Town or Village Green.

Sometimes we may use the information you have provided us for research and analysis to help us better deliver services and share this with our partners. When we do so, we remove any personal information that may identify you as an individual or household and only use and share anonymous statistics.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security incidents and we will notify you and the appropriate regulator of any incident where we are legally required to do so.

When computers make any decisions about you

The Estates and Property Service does not make or use automated decisions.

When your data is sent to other countries

We do not send any information we collect about you outside the United Kingdom.

Rights for individuals under UK GDPR

What are your rights?

Please contact the Corporate Information Governance Team at to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact our Data Protection Officer at  or write to: Data Protection Officer, City Hall, Centenary Square, Bradford, BD1 1HY.

The UK GDPR also gives you the right to lodge a complaint with the Information Commissioner's Office who are the supervisory authority responsible to regulate and monitor the legislative obligations within the UK and can be contacted on 03031 231113.

This page was last updated on :
Thu, Feb 15, 2024 at 02:26 PM

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