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Address Management Privacy Notice

The Address Management section at New Forest District Council is committed to protecting and respecting your privacy. For the purpose of the 2018 General Data Protection Regulation, the Data Controller is New Forest District Council, Appletree Court, Beaulieu Road, Lyndhurst, Hampshire SO43 7PA (data.controller@nfdc.gov.uk).

When you contact the Address Management section we will ask you for certain personal information in order to assist with your enquiry. Some of this information will need to be recorded and stored on our system. This Privacy Notice aims to explain:

  1. The different kinds of personal data we process

  2. How we use your data

  3. How we store your data

  4. Why we process your data

  5. When and why we share your information

  6. What are the legal grounds for processing your information

1.  What kind of personal data do we process

When you contact Address Management we will collect certain personal information from you, for example: your name, your address, your phone number/s, and your email address.

2.  How we use your data

We use your information in order to process any address queries. For example in changing or adding a house name.

3.  How we store your data

The information we collect is recorded and then stored on our secure Address Management system. Personal information provided in order for us to process your request is retained on our system for 7 years before being deleted. The address record and address history will be held indefinitely.

4.  Why we process your data

We need to process your data in order to provide you with the service that you are requesting, or to provide a service that we have a legal responsibility to provide or is in the public interest.

5.  When and why we share your information

If your request relates to changing or updating your address record, in order to process your request we will need to share the information that you give us; either with other departments within New Forest District Council or with other external organisations. We will be unable to process your request without sharing with these organisations. More information relating to what is shared is set out in the table below:

 
Shared withWhat and why
Council TaxAddress
To keep the property record accurate.
Electoral ServicesAddress
To keep the property record accurate.
Royal MailAddress
To keep the property record accurate.
Emergency  ServicesAddress
To keep the property record accurate.
Ordnance  Survey

Address
To keep the property record accurate and ensure OS maps are up to date.

Land RegistryAddress
To keep the property record accurate.

 The address record is also linked to a centralised national address database.

All sharing related to the property address is to ensure that you continue to receive essential services.

6.  What are the legal grounds for processing your information

  • With your consent;

  • Where it is in the public interest to do so or in the exercise of official authority vested in the Council;

  • In order to comply with a legal obligation;

  • Where it is in the legitimate interest of the Council or a third party to do so;

  • With your explicit consent or substantial public interest for special categories data.

Where we rely on your consent and you wish to withdraw this consent, you can do so by contacting us at the address above or on: address.management@nfdc.gov.uk.

More Information

We work hard to ensure that we only gather information that we need to process your enquiry and deliver the service that you are entitled to in the best way possible. However, if you have any concerns relating to this or your Privacy in general, please speak to (or contact) the Address Management Team (address.management@nfdc.gov.uk) or email our Data Protection Officer on data.protection@nfdc.gov.uk.

For further information, plus information on access, portability, withdrawal of consent, correction etc., please see New Forest District Councils 'Information Rights Policy' which is available on the NFDC website at: http://www.newforest.gov.uk/article/18215/GDPR

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office: Website: https://ico.org.uk/  Phone helpline:  0303 123 1113  Email: casework@ico.org.uk

Updated: 23 May 2018
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