Delivering connections between people and places
The London Borough of Hounslow is committed to protecting and respecting your privacy. Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed.
This privacy notice applies to services provided by Street Naming and Numbering authority of the Council and tells you what to expect us to do with your personal information.
If you have any questions about this privacy notice or any concerns about how we process your data, please contact snn@hounslow.gov.uk. The privacy notice will continue to be monitored and updated. You are advised to check this page from time to time.
What type of information we have
The information we collect may be via engagement activities such as emails; telephone calls; on-line and face-to-face meetings with residents; drop-in sessions. The data we gather from all sources could include:
- Full name
- Postal address
- Email address
- Telephone number
How do we get your information?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have entered your details into our online e-form.
- You have agreed with an officer face-to-face to ensure provision of the service and future contact.
- You have called the Street Naming and Numbering service’s phone number.
- You have emailed to Street Naming and Numbering service.
If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To create or update address.
- To express your views in the Street Naming and Numbering consultation.
We do not receive personal data from other sources.
Our lawful basis for processing your information
We process personal data under the following UK GDPR Lawful Basis:
Article 6 (1) (e ) Public task: ‘processing is necessary for the performance of a task carried out in the public interest’;
Street naming and numbering is a (Public task) Statutory Duty as laid out in London Building Acts (Amendment) Act 1939 Part II, London Government Act 1963 Section 43(1) (a) & (2), London Government Order 1965 Article 3 (11) and Local Government Act 1985 Schedule 8 Section 14 (1) (a).
We do not collect any special category data (such as health, religious or ethnic information) as part of this process.
Why we need your information (purposes of processing)
We collect personal information about you as part of our statutory undertaking to process the street naming and premises numbering to ensure conformity to current standards.
Quite often we will also need to communicate with you; to investigate any concerns or complaints you have raised about our services during our engagement and consultation, and as part of our continuous improvement to deliver better services.
- Facilitate your participation in our consultation and engagement activities
- Understand your views about a particular topic or Hounslow’s activity
- Analyse consultation and engagement activity
Who your information may be shared with (internally and externally)
To meet our statutory obligations, we may at times need to share the information you provide us with:
- Departments and partners within the London Borough of Hounslow where it is necessary to share your data in order to provide you with the required service/s.
We will only share your information with internal departments and other service providers, contractors and/or partner bodies where it is necessary:
- to comply with a legal obligation
- where permitted under the Data Protection law.
- where the disclosure is necessary for the purposes of the prevention and/or detection of crime
- where it is necessary to allow a third party working for or on behalf of the Council
We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to a third party, we will seek to ensure that the third party has sufficient systems and procedures in place to prevent the loss or damage of personal data.
We will not use your personal data for third party marketing purposes but if we do, we will first seek consent from you.
How long we keep your information
We will keep information for a maximum period of 7 years after last contact, depending on the nature of our work with you. This is in accordance with the London Borough of Hounslow Community Solutions retention schedule.
We will then dispose of your information in the most secure manner possible.
All the information you provide us is held within the UK and the European Economic Area.
Data Matching and Auditing
We are required by law to protect the public funds we administer. We may use the information you provide to us for the prevention and detection of crime. We may also share this information with other bodies that are responsible for auditing or administering public funds including the Department for Work and Pensions, other local authorities, HM Revenue and Customers and the Police.
We use data matching as a way of processing large volumes of information. While this can be a useful way of detecting fraud, it also enables us to identify information that is inaccurate or out of date, helping us comply with Data Protection law, while improving service provision.
As part of our fraud prevention and detection activities, we participate in the National Fraud Initiative (NFI). The data matching exercise is run by the Cabinet Office. More information about National Fraud Initiative (NFI).
Your data protection rights
The rights available to you depend on our reason for processing your information. For further information about your data protection rights and how to make a request, please see ‘Your rights’
Your right to make a complaint
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
If you want to make a complaint you can contact us on:
Complaints Team
London Borough of Hounslow
Hounslow House
7 Bath Road
TW3 3EB
Data Protection Officer
Our Data Protection Officer can be contacted on:
InformationGovernance@hounslow.gov.uk
Information Governance Team
London Borough of Hounslow
Hounslow House,
7 Bath Road,
TW3 3EB
Information Commissioner’s Office
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect, visit the Information Commissioner’s website: https://ico.org.uk/
If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk
A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner's Register of Data Controllers. Our registration number is Z5761176. You can view our registration on the Information Commissioner's website.
