County Farms privacy notice

This document provides information on how Norfolk County Council’s County Farms team uses your personal information to manage Norfolk County Council’s property estate.

By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide further details regarding:

Who we are
How long we use your information for
Your rights under the GDPR and how to exercise them

You can see this information in our General Privacy Notice or you can ask us for a copy of this information.

What we use your personal information for

We use your personal information to manage Norfolk County Council’s County Farms including:

Dealing with enquiries regarding Norfolk County Council’s land (or land that was once owned or used by Norfolk County Council or believed to be so)
Managing Norfolk County Council’s occupation and use of third party property
Managing third party use and occupation of Norfolk County Council property
Ensuring the safety of individuals when on or near Norfolk County Council property
Ensuring the security of Norfolk County Council property
Effecting suitable insurance cover and risk management
Contacting you about County Farms, including sending newsletters

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

The information we collect and use

The information we may collect and use includes your:

Contact details
Education: schools/colleges attended and qualifications
Employment history and professional qualifications and references
Current employment details including references and professional memberships
Preferred contact method
Financial information including Income, savings/capital, benefit receipts, outgoings, debts
Details of payments made by you to Norfolk County Council and Norfolk County Council to you
Contractual information
Documentary data: passport, drivers licence and birth certificate
Open data and public records: electoral register and information about individuals that is openly available on the internet

We may also collect information about criminal offences if you make a tenancy application.

The GDPR includes safeguards to protect the use of your special category data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.

Who provides this information

The information we hold includes information you have provided to us. We may also receive information from:

Agents acting on your behalf
NPS Property Consultants Limited
Norse group companies
Hethel Innovation Limited
Statutory bodies (Environment Agency, Police, parish councils, Trading Standards, etc.)
Contractors
Other Norfolk County Council departments
Other local authorities
Norfolk County Council county councillors

How the law protects you and the legal basis for processing your information

We have legal grounds to process this information because it is necessary to comply with a legal duty or fulfil a public task. This includes under the:

Landlord and Tenant Acts 1927, 1954, 1988
Landlord and Tenant (Covenant) Act 1995
Agricultural Holdings Act 1986
Localism Act 2011
Local Audit and Accountability Act 2014
Agricultural Tenancies Act 1995

We also process personal information where it is necessary for the performance of a contract (eg lease, licence, service and maintenance contract).

Who we share your information with

We may also share your personal information with other organisations and public bodies, in particular:

Agents acting on your behalf
Statutory bodies (Environment Agency, Police, parish councils, Trading Standards, etc.)
Other local authorities
Norse

Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

We may also share your information, subject to contractual and other legal safeguards, with organisations contracted by Norfolk County Council to provide a service to the council or directly to you. These service providers are known as data processors and have a legal obligation under GDPR and to Norfolk County Council to look after your personal information and only use it for providing that service. These organisations include:

NPS Property Consultants Limited - planning, property advice, and site surveys services
Norse group companies - building maintenance and new capital projects services

Finally, we may also share your information with different departments of the Norfolk County Council, where it is necessary for our public tasks or functions to do so.

How long will we keep your personal information for

When the information is no longer needed for the above purposes, it will be securely deleted.

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

Automated decision making

We do not make automated decisions about you and your family.

How we keep your information

The information is stored electronically, on the Norfolk County Council’s records management system. Additionally, information is securely stored in other mediums, including email accounts and in paper files. We do not process your information outside of the European Economic Area.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was updated in May 2023.