Mandatory (HMO) Licensing privacy notice

HMO Licensing privacy notice

Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This privacy notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect personal data about you

We collect and hold personal information about you because the Law, Part 2 of the Housing Act 2004, says we must. 

We use this information to:

  • Determine whether the property being applied for is suitable to be licensed under the Act.
  • Determine whether the proposed licence holder is a Fit & Proper Person to operate a licensable HMO, as defined by the Act
  • Maintain a public register of licensed HMOs as required by the Act and its related statutory instruments.

What personal information about you do we collect

  • Contact details
  • your date of birth

Who we share data with

We may send a copy of your application form and the plans of your property to West Midlands Fire Service, in order for them to make a professional assessment of fire safety standards within the property.

We will send a summary of your application stating your name, address, proposed maximum tenants and proposed maximum households to West Midlands Police and to the following departments within Coventry City Council to assist them with their legal functions:

  • Building Control
  • Council Tax
  • Domestic Waste
  • Electoral Services
  • Environmental Crime
  • Land & Property Gazetteer
  • Planning Enforcement

We will provide a copy of the information prescribed by law in the form of a public register upon request.

How long will we keep your information?

We will only keep your information for as long as we need to, so we can give you the service you need, unless we must keep it for legal reasons. The time can be different depending on the service you have asked for. We will retain the information you have provided for as long as the HMO licensing law is in effect.

Your rights

You have the right to:

  1. Ask for all information that we hold about you (also known as a Subject Access Request)
  2. Ask us to change information we hold about you if it is wrong
  3. Ask us to delete the information we hold about you
  4. Ask us to limit the way we use your information
  5. Data portability (have your data transferred to another Authority)
  6. Question decisions made about you by a computer
  7. Complain to the Information Commissioner’s Office ( information below)

To exercise any of these rights please contact the HMO Licensing team: [email protected]


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office
Wycliffe House
Water Lane
SK9 5AF.

Is there anything wrong with this page?