Evaluation of the Renters’ Rights Act: Privacy notice
This privacy notice explains how we collect, use, store, and protect your personal data.
This notice sets out your rights under data protection law and how you can exercise them. We are committed to handling your information securely, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Evalaution of the Renters’ Rights Act: Privacy notice
The following is to explain your rights and give you the information you are entitled to under UK data protection legislation.
1. The identity and contact details of the Ministry of Housing, Communities and Local Government (MHCLG) and our Data Protection Officer
MHCLG is the data controller. The Data Protection Officer can be contacted at dpo@communities.gov.uk
2. What personal data we are collecting and why
Your personal data is being collected as part of an evaluation of the reforms to the Private Rented Sector (PRS) being introduced by the UK government, known as the Renters’ Rights Act.
MHCLG have contracted a consortium of researchers led by Verian to deliver this work on behalf of MHCLG. Verian are MHCLG’s data processors for the purpose of this project and Simetrica-Jacobs and the University of York are the other members of the consortium sub-contracted by Verian.
The purpose of the evaluation is to provide the government with evidence about:
-
How reforms to the PRS are being delivered in England
-
The impacts of the programme on tenants, landlords, letting agents, the courts system, local council enforcement teams, external advice providers and wider stakeholders.
This project covers a range of different data collection exercises involving the collection of personal data. The following data will be collected:
Tenants survey (‘Survey of Tenant Preferences’)
- Contact details (name, email address)
- Demographic (some of which is referred to as special category data, i.e. sensitive data – in bold): age, ethnicity, marital status, household makeup, benefit receipt, health and disability
- Views and opinions on reforms to the PRS
Survey of letting agents:
- Contact details (name, telephone number)
- Views and opinions on reforms to the PRS
For the current research we will ask Verian and their subcontractors to store the personal data so they can invite you to participate in future research, if you indicate that you are happy for them to do so.
Future surveys and data collection for this work are planned, and this privacy notice will be updated to reflect any changes to the data collected.
We may also use the personal data collected by Verian to contact you about opportunities to take part in future research about the Private Rented Sector.
3. Lawful basis for processing the data
The data protection legislation sets out when we are lawfully allowed to process your data.
The lawful basis that applies to this processing is Article 6(1)(e) of the UK GDPR – public task.
- For processing of special category data, we will rely on Article 9(2)(g) of the UK GDPR – processing is necessary for reasons of substantial public interest
4. With whom we will be sharing the data
De-identified data (in which your personal data is removed) will be shared by Verian with MHCLG to answer additional/future policy related questions. If you indicate that you are happy for your contact details to be shared with MHCLG these will also be passed on.
The current research does not include plans to share data with other government departments, however, we will update the privacy notice if that changes. If we contact you to ask you take part in any future research it will be to understand your experiences of the PRS and any changes in your circumstances.
Verian are currently contracted to act as data processors until 2028. The research will continue beyond this point and MHCLG, as data controller, may then transfer your data to a different contractor (acting as our data processor). Any new contractor will only use your details to contact you about taking part in research in the future. If we change contractors, we will update our privacy notice.
5. For how long we will keep the personal data, or criteria used to determine the retention period.
Verian (MHCLG’s current data processor) will keep your personal data and store them securely until the contract ends in 2028. If their contract is extended the storage time will be extended in line with this.
MHCLG will store your personal data for 12 months after the end of the evaluation in May 2031. If the project is extended, we will amend the privacy notice to reflect this.
6. Your rights, e.g. access, rectification, erasure
The data we are collecting is your personal data, and you have rights that affect what happens to it. You have the right to:
- know that we are using your personal data
- see what data we have about you
- ask to have your data corrected, and to ask how we check the information we hold is accurate
- complain to the ICO (see below)
In some circumstances you may also have the right to withdraw your consent to us having or using your data, to have all data about you deleted, or to object to particularly types of use of your data. We will tell you when these rights apply.
7. Sending data overseas
Your personal data will not be sent outside of the EU: it will be securely stored in the UK or EU by MHCLG and its processors.
8. Automated decision making
We will not use your data for any automated decision making.
9. Storage, security and data management
Processes are in place to ensure the secure transfer, handling, storage, and destruction of the data. These are specified in MHCLG’s Data Processing Agreement with Verian. All Verian staff handling data will be DBS checked. MHCLG’s contract with Verian sets out requirements for cyber security processes. Verian have up to date cyber security clearance from MHCLG’s cyber security team.
MHCLG will only use your data within the terms of data protection laws, will delete your personal data securely and only keep it for as long as necessary for our work as a public body. MHCLG will review dates for keeping personal details and data in the future. Where relevant, some data gathered for the evaluation may be kept for longer periods (e.g. anonymised survey results). This does not include any personal data.
10. This research is being carried out by Verian on behalf of MHCLG. Verian are our data processors for this research. Complaints and more information
When we ask you for information, we will keep to the law, including the UK General Data Protection Regulation and Data Protection Act 2018.
If you are unhappy with the way the Department has acted, you can make a complaint.
If you want to make a request to access your data, or another request in relation to your rights, or if you are not happy with how we are using your personal data, you can contact dataprotection@communities.gov.uk
If you still have a concern about the way in which MHCLG has handled your personal data you can contact the Information Commissioner’s Office to make a complaint using their website service or by telephoning 0203 123 1113. Further information about your data protection rights can also be found on the Commissioner’s website.