Privacy notice Landlord Accreditation Scheme

We will be asking you for:

• Your personal details – name(s), address(es), contact number(s), email address(es).
• Managing Agent’s details – name(s), address(es), contact number(s), email address(es).
• Information regarding the property layout, type of construction, room sizes and facilities provided.
• GAS SAFE registered Landlords Gas Safety Inspection certificate.
• Electrical safety Certificate (Electrical Installation Condition Report / formerly periodic inspection report) obtained in the last 5 years) including any Part P certificates on electrical works done since the last inspection.
• Fire Risk Assessment.
• Fire alarm and emergency lighting maintenance certificate.
• Plan of the property including location of fire safety and detection items.
• Energy Performance Certificate no more than 10 years old.
• Portable Appliance testing Certificate or Report no more than 5 years old.
• Details of any HMO licenses in place for the property.
• Details of any other rented properties you have in Chichester or Arun districts.

We will use the information for:

• Your personal details are used to identify you and to ensure that you are the correct person(s) to issue the certificate to and for contact.
• Your managing agent’s details are used to identify them and to ensure that they are the correct person(s) to contact regarding the property.
• Checking that the property is suitable for the intended occupation and number of occupants.
• Checking that all the appropriate safety checks have been carried out in relation to gas, electrics, and fire safety.
• Checking that the EPC minimum rating meets either the legally required minimum rating and to meet the accreditation scheme requirements.
• Checking that the electrical equipment that you provide is safe and fit for purpose.
• Checking that if the property requires a HMO License that one is in place.
• Checking whether you have any other rented properties that you should tell us about as part of the accreditation scheme requirements.

The legal basis for using some of this information is:

• The Housing Act 2004.
• The Housing Health and Safety (England) Regulations 2005.
• The Licensing and Management of Houses in Multiple Occupation (England) Regulations 2006.
• The Management of Houses in Multiple Occupation (England) Regulations 2006, 2007.
• The Gas Safety (Installation and Use) Regulations 1998 and any amendments.

In addition, some of the details are collected as part of the Chichester and Arun Landlord Accreditation Scheme requirements, which is a voluntary scheme and not all items on the scheme are legal requirements.

We may share your personal information with:

• West Sussex Fire and Rescue Service – Legal requirement to consult in relation to any required fire safety measures in HMOs.
• The council’s Planning and Building Control department to ascertain if the property has the correct planning use and whether any conversion works or alterations have the correct building regulation and planning permission/approval. .
• The council’s Council Tax department to check on the status of any occupants.
• Chichester District Council to check if there are any properties within the two Districts owned by you.
• The University of Chichester so that they know you are accredited and eligible to advertise on their accommodation websites and be included on their register.
• The public through the council’s website(s) so that prospective tenants can check if the property is accredited.
• Other services within Arun District Council where there is a lawful purpose for sharing data. This might include an investigation by a regulatory function such as for the detection of fraudulent receipt of benefits. 
• We may share the data with government departments/agencies such as Inland Revenue.
• Information may be shared with the police to assist them with investigations.
• Where there is a legal requirement to hold a public register, this information will be published on the council’s website.
• If Arun District Council receives a request, under the Freedom of Information Act (FOI) or Environmental Information Regulations (EIR), to disclose information, they are obliged to do so unless the information is deemed exempt under the Act. We can only withhold information under FOI or EIR if the information falls under one of the exemptions (FOI) or exceptions (EIR) set out in legislation.
• Customer satisfaction surveys are undertaken from time to time to ensure that we are meeting our customer’s expectations and to enable us to review what we could do better. Your contact information will only be used in connection with your experience of the council’s services and will not be used for marketing purposes. If you do not wish to proceed with the survey then you are free to decline. 

We will:

• Use the information to process your accreditation scheme application and publish specific information to a publicly–accessible page(s) on the council’s website and/or specifically-created accreditation scheme. website, this will include:
  • Name of the accreditation scheme certificate holder(s).
  • Address of the accredited property or properties.
  • A description of the accredited property.
  • Commencement date and duration of the certificate.
  • Number of storeys.
  • Number of rooms providing sleeping and living accommodation.
  • Description of shared amenities including any gardens.
  • Maximum number of persons or households permitted to occupy if it is a licensed HMO.
  • Details of any HMO License in place for the property.
• Confirm property ownership details.
• Use your details for correspondence relating to the accreditation of the property and, if successful, for the duration of the certificate and renewal.
• Retain your details on the Private Sector Housing and Environmental Health IT database.
• Publish the accredited property details on the council’s website(s).

We will keep your information electronically for 7 years from the issuing of the certificate in order that they are held for the duration of the certificate and also enable the renewal process upon expiry.

If your certificate application is refused we will keep your details for 1 year from the date of our decision (although you may still need to resubmit the information during that time if you reapply).

If you sell the property during the period the certificate covers, and you advise us accordingly, the details will be kept for 1 year from your advice of the sale.

You have the right to request that this information be removed at a future date; however this would also result in the removal of the property from the accreditation scheme register and certification and, if applicable, removal from the University’s accommodation website(s).

Requests for removal of the information should be sent in writing to Private Sector Housing and Public Health, Arun District Council, 3^rd Floor Arun Civic Centre, Maltravers Road, Littlehampton, West Sussex BN17 5LF

You do have some legal rights in respect of the personal information we collect from you.  Please see our website for further details Privacy policy | Arun District Council

You can also contact the council’s data protection officer on:

Email data.protection@arun.gov.uk 

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at: https://ico.org.uk/concerns/