Privacy notice for the Leasehold and Commonhold Reform Programme Evaluation Scoping Study
This privacy notice explains how MHCLG will process data for the Leasehold and Commonhold Reform Programme Evaluation Scoping Study participant interviews.
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 dataprotection@communities.gov.uk
2. What personal data we are collecting and why
Your personal data is being collected to develop a monitoring and evaluation framework to assess the outcomes and benefits of the leasehold and commonhold reform programme being introduced by the UK government.
MHCLG have contracted a consortium of researchers led by Verian to develop this monitoring and evaluation framework on behalf of MHCLG. Verian are MHCLG’s data processors for the purpose of this project. Sheffield Hallam University and Simetrica Jacobs are the other members of the consortium sub-contracted by Verian.
The purpose of the Leasehold and Commonhold Reform Programme evaluation scoping study is to provide the government with evidence about:
- how the programme is or will be delivered in England and Wales
- the outcomes and benefits of the programme
The following personal data is being collected for this purpose:
- views and opinions on the Leasehold and Commonhold Reform Programme
- participant contact details (names, addresses and email addresses)
- property characteristics
For the current research we will ask Verian to store the personal data so they can invite you to be contacted again for future research on this topic. Participation in future research would be voluntary, and you would have no obligation to participate.
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.
4. With whom we will be sharing the data
Anonymised data gathered during interviews will be shared with MHCLG to answer additional/future policy related questions.
The current research does not include plans to share data with other government departments. However, we will update the privacy notice if that changes.
5. For how long we will keep the personal data, or criteria used to determine the retention period.
Verian and Sheffield Hallam University (MHCLG’s data processors) will keep your personal data and store them securely until contract ends (currently anticipated to be June 2027). If their contract is extended the storage time will be extended in line with this.
MHCLG and its processors will review dates for keeping personal details and data in the future. Where relevant, some data may be kept without personal details attached (e.g. survey results) for longer periods.
6. Your rights, for example, 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 and include the below:
- Verian has a fully documented Data Protection Framework (DPF) and our policies and processes cover physical security, security tools, data handling, access control, secure file transfer and more.
- Data is stored in secure, access-controlled data centres in the UK. Any data transfers are encrypted in transit according to government regulation encryption specifications.
- 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 and its processors will only use your data within the terms of data protection laws, will delete your data securely and only keep it for as long as necessary for our work as a public body.
10. Complaints and more information
When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.
If you are unhappy with the way the Department has acted, you can make a complaint.
If you want to make a Subject Access Request, another request in relation to your rights, or If you are not happy with how we are using your personal data, you should first contact dataprotection@communities.gov.uk
If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
https://ico.org.uk/