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Data Protection and privacy notice

Portsmouth City Council is a registered Data Controller (Registration Number Z5578313).

The Council tries to meet the highest standards when collecting and using personal information in accordance with data protection law.

This privacy notice tells you about how the Council collects and uses personal information. 

Landlord/Tenant accounts and email marketing preferences

When you create a landlord or tenant account you are asked if you wish to subscribe and 'opt-in' or 'opt-out' of receiving email alerts in regard to relevant information or available properties. You will not be added to any mailing list or receive any mail unless you have chosen to do so.  You can unsubscribe from this service at any time by logging in to your account and amending your settings according to your preferences.

We will  not use your email addresses or preferences for anything other than providing you with relevant information and will not pass on your email address for promotional purposes to any other person or organisation (third parties). 

Visitors to our website

When you visit the website to view a page, complete a form or download a document, we will collect the following information automatically:

  • the domain name (if available) and IP address from which you accessed our site
  • the date and time you visited
  • the pages you viewed
  • the type of browser and operating system you used

We do this to find out things such as the number of visitors to the various parts of the site which helps us to improve our website service. This information is only processed in a way which does not identify anyone.

We use a third party service, Google Analytics and Hojar, to collect this information. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

We will make it clear to you whenever we collect any personal information through our website and will explain what we intend to do with it.

You can find out more about how we use cookies on our websites and how we protect the privacy of people who use our websites by reading our cookie and privacy policy.

People who contact us via social media

The council uses a range of social media services to publicise council news, stories, offers and events and to receive comments and feedback from residents including through direct messages, which are private, and through posts which are public to other social media users.

The information you provide via social media is subject to the social media service providers' privacy notices and policies. Any information you post on the council's social media platforms is also subject to the council's social media moderation policy.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

If we have not answered your question and require further information please view the Portsmouth City Council data protection and privacy notice webpage.

How do we keep personal information secure.

We will take appropriate steps to make sure that the personal information we hold (on paper and electronically) is kept securely and only used by people who have a right to see it. Rent It Right security measures include encrypting personal data and equipment, system access controls and training in data protection for all staff.

Where another company or organisation processes personal information on behalf of Rent It Right, they will only process your personal information in line with our instructions and are obliged to provide security assurances to Rent It Right and to certain regulatory bodies

How long do we keep hold of personal information?

We will only hold your information for as long as you wish to be part of the Rent it Right Scheme.  

Sharing with council departments and 3rd parties.

We will not share your personal information within services of Portsmouth City Council, for example Council tax unless you have explicity agreed consent on registration.

We will not share your personal information with 3rd parties, for example marketing agents unless you have explicity agreed consent on registration.

Information we collect and access to your data

The only Rent it Right information we hold about you is available to view by logging in to your account.

Complaints or queries

We take any complaints we receive very seriously. Please bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate.

Any complaints or queries should be sent to the Council's Data Protection Officer. 

Email: [email protected]

Telephone: 023 9268 8482 

For independent advice about data protection, privacy or information sharing, please contact the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number).

For complaints in relation to tenants and landlords with Rent It Right view managing complaints , or general Portsmouth City complaints view comment and complaints.

Changes to this privacy notice

This privacy notice was last updated on 10th May 2018