This Privacy Notice explains how we use your information and how we protect your privacy in compliance with our legal obligations under the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). This notice applies to any activity involving our use of your personal data, for example, collecting, storing, sharing, and destroying.
People who apply for, or hold, a lease of a garage from the Council
People who are on the waiting list for a garage
We will collect and use the following types of personal information:
Your Contact details (such as name, address, telephone number, email address) A record of a valid vehicle registration document. A record of the rent payments you have made and details of any rent arrears.
This is usually information you will have supplied to us
We do not usually hold special categories of personal information
To process applications for a lease of a garage
To manage the garage plots
To take enforcement action in respect of garages, such as termination of garage leases for non-payment of rent or misuse as detailed under our terms and conditions of usage.
We will process your personal information (including special categories of personal information) in accordance with our obligations under the Data Protection Act 2018. In particular, we will use your personal information:
With your consent; and / or
Where this is necessary to perform a task in the public interest or in the exercise of official authority vested in the Council;
In doing so we may use Adobe Sign, an electronic system, to validate and ensure agreements are legally binding through an e-signature solution. This requires some information to be collected and stored with our third party cloud-hosted supplier in a safe and secure manner.
We do not usually share your personal information with anyone else. Further information relating to how the Council in general processes your personal information can be found at this link:
The council takes the security of your data seriously. The council has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. These internal policies and controls are communicated to staff through our online e-policy and e-training system that includes; Data Protection, Information Security, Email and Internet Policy, Appropriate use of global emails and Document Retention. In addition, the organisation has technical network, server and file store security level controls and measures in place, with each system having the appropriate security profiles/Access levels distinctive to roles and responsibilities. The purpose of security roles are to ensure individuals employed by the council have access at the relevant level and this is regularly reviewed.
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
Completed Garage Tenancy Agreements and Garage Direct Debit Mandates, sent through Adobe Sign, will have a document retention period set no longer than 2 days where completed agreements will not be available through Adobe Sign thereafter. You will need to contact the Garage or Housing Tenancy officer if you require a copy of the agreement, although the recipient would have received an email copy of a completed agreement as part of the process.
What are your rights?
Your Information Rights are set out in the law. Subject to some legal exceptions, you have the right to:
• Have any inaccuracies corrected; • Have your personal data erased; • Place a restriction on our processing of your data; • Object to processing; and • To request your data to be ported (data portability)
You also have the right to request a copy of the personal information the council holds about you.
For more information, or if you wish to exercise your information rights, please contact our Data Protection Officer at information.governance@dudley.gov.uk
For detailed information about your rights regarding information being held by Adobe Sign, please see Adobe Sign Privacy Policy
