EPC Landlord Grant and Leasing Scheme privacy notice

Read our privacy notice for information on how we collect, store and process your data.

About this privacy notice

Brighton & Hove City Council is the data controller for the purposes of the Data Protection Act 2018 and UK GDPR and is registered with the Information Commissioner's Office (ICO).

Brighton & Hove City Council is committed to protecting your personal information. As a data controller we have a responsibility to make sure you know why and how your personal information is being collected in accordance with relevant data protection law.

Purposes and lawful basis of processing

We collect and use your personal information for the purposes of administering the EPC Grant Scheme, including:

  • assessing eligibility for grant funding;
  • assessing the suitability of properties for Temporary Accommodation leasing arrangements;
  • verifying information provided as part of an application;
  • processing and administering grant payments;
  • managing associated leasing arrangements;
  • undertaking due diligence, audit, fraud prevention and financial control checks; and
  • meeting legal, regulatory and statutory obligations.

Personal information collected may include:

  • name and contact details;
  • property address and property-related information;
  • company details (where applicable);
  • financial and payment information;
  • EPC and property compliance information; and
  • supporting documents provided as part of the application process.

We have identified the following lawful bases under UK GDPR for processing your personal information:

  • Article 6(1)(e) UK GDPR – Public Task, where processing is necessary for the exercise of the council's statutory housing and homelessness functions, including securing and providing suitable temporary accommodation and preventing and relieving homelessness under Part VII of the Housing Act 1996, as amended by the Homelessness Reduction Act 2017, together with related duties and powers concerning housing standards and property suitability under the Housing Act 2004. Processing may also be necessary to assess compliance with applicable property standards and energy efficiency requirements, including the Energy Performance of Buildings (England and Wales) Regulations 2012 and the Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015 (Minimum Energy Efficiency Standards).
  • Article 6(1)(b) UK GDPR – Contract, where processing is necessary to take steps prior to entering into, or for the performance of, contractual arrangements relating to grant funding, property leasing, management and temporary accommodation agreements.

Special category personal data

No special category personal data is expected to be routinely collected or processed as part of this scheme.

Who we will share your data with

Your information may be shared with relevant council officers and services involved in administering the scheme, including:

  • Housing Solutions;
  • Temporary Accommodation Team;
  • Finance Services;
  • Legal Services;
  • Information Governance, Internal Audit and Fraud Investigation functions where required; and
  • other Council services where necessary to verify eligibility or administer the scheme.

Information will not normally be shared with external third parties unless required by law, necessary for the prevention or detection of fraud, necessary for audit purposes, or otherwise permitted under data protection legislation.

How long we will hold your data (retention)

Records will generally be retained for a minimum of 7 years following scheme closure, final payment, termination of the lease arrangement, or expiry of any applicable clawback period, after which they will be securely deleted or destroyed in accordance with the council's retention schedule.

Transferring data outside the United Kingdom

Your information is not processed outside the UK.

Your information rights

Under GDPR you have certain rights concerning your information.

Check your rights in relation to your personal information.

How to get advice or make a complaint

Data Protection Officer

If you have a concern about how we collect or use your personal data you can contact the Council’s Data Protection Officer.  

How to make a complaint

We aim to resolve all complaints about how we handle personal information. You also have the right to make a complaint about data protection to the Information Commissioner's Office.

Contact them by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or phone 0303 1231 113.

You can also make a complaint or find out more information on the Commissioner's Office website.

If your complaint is not about data protection, find details on how to make a complaint about a council service.