Tennant Repairs Text Services

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy.

1 Advanced / Dynamic (Optitime) Repair Scheduling

Information Collected

We collect and process personal data that you provide to us which may include:

• Name
• Contact details (such as address, telephone number, email address)

Special Categories of Personal Data Being Processed (if appropriate)

• Health (mental or physical)

Agencies We May Share Your Data With

Whilst working with you, we may share your information with some of the following third parties:

• NEC – our housing management system
• Contractors as part of maintenance and repairs

The Purpose and Lawful Basis for Processing

The lawful basis for the processing of your personal data is legal obligation GDPR Article 6 (1)(c).

When we collect your ‘special categories of personal data’ (such as health), we rely on the following legal bases under GDPR Article 9(2)(G):

• Substantial public interest conditions

We only request the minimum amount of information and ensure that it is stored securely.

How Long Will We Keep Your Personal Data?

We will only hold your personal data for 3 years and in line with our retention schedules.

Cloud Dialogs Text Service - Repairs Appointment/Surveys

Information Collected

We collect and process personal data that you provide to us which may include:

• Name
• Contact details (such as address, telephone number, email address)

Agencies We May Share Your Data With

Whilst working with you, we may share your information with some of the following third parties:

• Opti-time (a Repair / appointment booking assistant)

The Purpose and Lawful Basis for Processing

The lawful basis for the processing of your personal data is public task. Colchester City Council requires the above information in order to fulfil our obligations. We only request the minimum amount of information and ensure that it is stored securely.

How Long Will We Keep Your Personal Data?

We will only hold your personal data for one year and in line with our retention schedules.

How We Protect and Store Your Personal Data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

We use cloud providers and online application providers to help us run our business. Therefore, the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK.

Updates to This Privacy Notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.