Why we are collecting your data

Chelmsford City Council is a data controller. This means we need to collect your personal data in order for you to be placed on the Self-Build and Custom Housing Register and for your housing need to be assessed.

We will only collect the personal data from you that we need in order to deal with your request to join the Self-Build and Custom Housing Register under the Self-Build and Custom Housebuilding Act (2015) and the Self-Build and Custom Housebuilding Regulations 2016.

Information collected

Chelmsford City Council will collect and use the following information in relation to the applicant or joint applicants.

  • Personal details - including title(s), first name(s), surname(s), date(s) of birth, contact telephone number(s), email address(es), current address(es), salary, level of savings, current household tenure.
  • Evidence of where applicant(s) live – such as rent books, rental contract, landlord references, utility bills, council tax bill, bank statement or driving license.
  • Applicant(s) declaration that they are seeking (either alone or with others) to acquire a serviced plot of land in the Chelmsford administrative area for their own self-build and custom housebuilding.
  • In the case applicant(s) meeting the Armed Forces eligibility criteria – whether the applicant(s) are divorced or separated spouse or civil partner of a member of the Armed Forces, or the spouse or civil partner of a deceased member of the Armed Forces (if their death was caused wholly or partly by their service), or a veteran within five years if leaving the Armed Forces. This includes a declaration from the applicant(s) confirming of the above.
  • Occupation of each applicant - whether the applicant(s) meet the keyworker/essential worker criteria (employer name and address, job title/role). Declaration from the applicants if they are a keyworker/essential worker. Evidence of where they work (such as letter from employer, employment contract, ID/warrant card, payslips, Armed Forces ID card).
  • Applicant(s) declaration that they are either a UK National, an EEA citizen, or a national of Switzerland.
  • Whether any of the applicant(s) or members of their household consider themselves to have a disability or limiting long term illness. This information is used for equal opportunities monitoring purposes only.

Who we will share your information with

Your information will be administered by the Council’s Planning and Housing Policy Team. An Officer of that team may then contact you for further information, clarification or verification regarding the information you have submitted. Your application to join the Self-Build and Custom Build Register and the assistance we provide requires us to share information with third parties. This includes:

  • services within Chelmsford City Council with regard to Self-Build/Custom Build Community Infrastructure Levy (CIL) exemption.

We will never sell your data. However, we may share some of your personal information with third parties to:

  • help prevent fraud. We may share your information with credit reference agencies and other companies for use in credit decisions. Credit agencies may record these searches, but that will not affect your credit standing.
  • pursue people or companies who owe us money. We may share your information with debt collection agencies.
  • help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you.
  • help us if we are need additional professional or legal advice on a matter relating to you.
  • to improve and optimise the performance of our websites and social media accounts. Analytics and search engine providers that we use can collect your data when you interact with us online. However, they will aggregate and anonymise the information, meaning we can’t identify any individual personally.
  • work out if a grant we have spent was successful in achieving its aims. This could be funding from a Government or a grant from a local, regional or national organisation such as Sport England and National/Heritage Lottery Fund. However, they will aggregate and anonymise the information, meaning we can’t identify any individual personally.

Providing 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.

The basis for the processing

We have legal grounds under the UK GDPR to process this information. 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 Council.

How long will we hold your data for?

We are required by legislation to hold a Self-Build and Custom Housebuilding Register. Evidence that is submitted to support an application is to be kept until a point at which the application is determined. The Self-Build and Custom Housebuilding Regulations 2016 stipulate that as a relevant authority, we must determine applications to join this Register within 28 days of the date that the application is received. At that point, supporting evidence will be deleted.

Personal details directly related to your application will be stored on Council systems unless you ask to be removed.

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:

  • emailing ir@chelmsford.gov.uk
  • sending a letter to: Digital Services, Chelmsford City Council, Civic Centre, Duke Street, Chelmsford, CM1 1JE

Email: ir@chelmsford.gov.uk

Tel: 01245 606606

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner’s Office at casework@ico.org.uk

Identify of Data Protection Officer

Our designated Data Protection Officer is John Breen.

You can contact him by emailing ir@chelmsford.gov.uk

Contact details

Chelmsford City Council

Civic Centre

Duke Street

Chelmsford

CM1 1JE

Email: ir@chelmsford.gov.uk

Tel: 01245 606 606

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Last updated: 07 November 2022