Privacy notice for Custom Build Register

What do we use the information for?

We collect, process and hold your personal information in order to provide our services effectively.

• To maintain the self and custom build register
• To understand how many people are interested in custom / self-building
• To understand which area in the East Riding people would consider building in
• To understand the size of properties people are interested in building
• To understand the level of demand for sites that could be used for custom build housing
• To circulate information relevant to self and custom build by email to all members, via the self-build bulletin which is issued twice per year
• To circulate details of local self and custom build events which may be of interest to members.

We also use information to improve our services so that they are more appropriate to people’s requirements.  We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

• Personal information (including full name, full residential address, date of birth)
  
• Location date (including postcode and telephone number)
• Contact details (such as email address)
• Information regarding an applicant’s current house ownership and financial position 
• Photographs for identification purposes (such as driving licence, passport)
• Details of an applicant’s connections to the local area e.g. work in the area or have close family living in the area.
  

On what grounds do we use the information?

Custom build collect and lawfully process your personal information under the following:

• Self-Build and Custom Housebuilding Regulations (2016) 

We process personal data for the following reasons:

• GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
• GDPR Article 6(1)(c) – processing is necessary for compliance with legal obligation to which the East Riding of Yorkshire Council is subject; and
• GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the East Riding of Yorkshire Council.

How do we collect this information?

We may collect information in the following ways: 

• Custom build register application forms
• Email.

Who do we share your information with?

We share your name and address details internally with our corporate billing and support services to enable the processing of invoices for the one-off registration fee. We may also share your information with the our planning department, but only where this is necessary either to comply with our legal obligation or as permitted by Data Protection legislation.  

The reasons why we may share your data are as follows:

• To enable us to raise invoices for the current registration fee
• To enable the planning process
• To monitor and improve our performance and delivery of services
• Where otherwise permitted under the General Data Protection legislation.

We will only disclose your sensitive or confidential information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent

How long do we store it and is it secure?

Custom build has a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.  

For information on how long your information will be held, visit the retention page. 

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page. 

In most cases, people who have been involved with the custom build team will have the following rights:

• The right of access – you are entitled to see the information we hold about you
  
• The right to rectification – we will amend the information accordingly, if any information the service holds about you is incorrect
  
• The right to restrict processing – you may wish to limit how we use your data 
  
• The right to object – in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions
• The right to erasure / right to be forgotten – in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.
  

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website) 

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 21 December 2020.