Privacy notices: Planning and property services

Who we are 

Property Services,
Town Hall, St. Ives Road,
Maidenhead SL6 1RF
Tel: 01628 683800 
Email: property@rbwm.gov.uk

Lawful basis for processing information 

Royal Borough of Windsor and Maidenhead Property Services has a responsibility to provide property advice to internal clients and, where permitted, to external clients, in relation to properties owned by the Council.

This information is necessary for us to comply with landlord and tenant matters or to deal with general property related enquiries. This includes information required under the:

• Local Government Finance Act 1992
• Town and Country Planning Act 1990
• Local Government Act 1972
• The Health and Safety at Work Act 1974
• Landlord & Tenant Act 1954
• Landlord & Tenant Act 1988
• Landlord & Tenant (Covenants Act) 1995 
• The Localism Act 2011
• Equality Act 2010

We rely on the following legislation as our lawful bases for processing your personal information:

General Data Protection Regulation Article 6(1)(e) – 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.

General Data Protection Regulation Article 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

How we collect information 

The information we hold is provided to us by you as enquirer, potential tenant, guarantor or purchaser.  We may also obtain information from other internal service areas, and from external services such as partner organisations, external solicitors, surveyors and agents. We may also seek information where appropriate from open sources such as Companies House, The Land Registry, LinkedIn and social media websites. 

The information can be passed to us by way of paper-based communication, electronically, by telephone or face to face.

What information is collected 

Property Services is required to collect and hold some or all of the following in respect of enquirers, tenants, guarantors or purchasers:

• Surname, forenames (or Initials), address, postcode, email address, telephone numbers, bank details.

How we use the information provided 

We need your personal data to respond to your enquiry or to consider your suitability when entering into a tenancy agreement or property related transaction with the Royal Borough and to check authenticity of applicant details and include within legal documents.

Who has access to the information about you 

Property Services officers and some Royal Borough Property Company staff have access to your information to enable officers to deal with the case work.  Solicitors acting for the Royal Borough while in the process of progressing legal documents will also have access.

Who we may share your information with 

We will share your information where required with parties who enable us to carry out our duties in managing the Council’s property assets.  This includes the Royal Borough Property Company, Shared Legal Services or solicitors and agents appointed by the Royal Borough. We will also share information with our  officers such as those dealing with insurance, rent collection, business rates and Council Tax.

How long we store your information

Data is kept electronically on the Royal Borough's shared drive, Agresso, Asset Register, Property database (Tf Cloud) and emails. We also have some information in paper format. We will retain the information for as long as legally necessary but at least for the duration of any lease or property agreement that you may enter into with the Royal Borough. A typical lease may last for ten years but in some instances leases are longer.