Privacy Notice - Leaseholder Property Insurance

Please read the following Privacy Notice carefully.

Why we are collecting your data

Basildon Borough Council needs to collect your personal data so that the Council can arrange the buildings insurance policy for your leasehold property and recharge the premium to you as required by the terms of your lease

Information collected

• Name and Contact Details

• Value of your property

This data is required so that the insurers can calculate the premium for the property to be insured, and so that the Council can arrange for the collection of this premium from leaseholders.

The data is collected through

• Emails

• Post

• Other Council departments

The basis for the processing

This task is carried out because of:

• Legal obligation: the processing is necessary for the Council to comply with the terms of the lease

• Contract: the processing is necessary for a contract the Council have with the individual and/or Business, or because the Council has to take necessary steps before entering into a contract.

• To support business needs and deliver the service

Who your information will be shared with

• The current insurance company of the policy

• The current insurance brokers

• Home Ownership Team

• Corporate Property Team

• Sundry Accounts Team

• Legal Team

• The Department responsible for the leased property

• We have arrangements with a range of IT providers who support the Council's IT systems and services, therefore your data may be accessed by these suppliers. Where we have these arrangements there is always a contractual agreement with them to ensure they comply with the Data Protection Law

We will never sell your data, however it will be shared with third parties to:

• Comply with legal obligations and legislative requirements

• Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you

• To help if there is need of any professional or legal advice on a matter relating to you

• To help prevent fraud and/or tackle crime

• To improve and optimise the performance of our services

Provide accurate information

We need to hold accurate and up to date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

• Use your information for marketing or sales purposes without your prior explicit consent.

• Send or store your data abroad unless it meets the requirements of the Data Protection regulations

• Make decisions about you based on automated processing.

How long will we hold your data for?

We will hold all paper files for two years and electronic files for seven years.

Your rights

You have the right to access the personal information we hold about you.  Any access requests are free of charge.
If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data.
You have the right to ask us to erase your personal data in certain circumstances ('right to be forgotten').

You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances.  Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

• Submitting a Freedom of Information request online

• Phone: 01268 533333

• Letter to:

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office, by:

• Email: casework@ico.org.uk (opens new window)

• Phone: 0303 123 1113 (local rate) or 01625 545 745

• Letter to:

Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see:

• Information Commissioner's Office (ICO) (opens new window).