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 do we collect and use personal data about you? 

We collect information from landlords to ensure we work effectively with landlords, make best use of existing homes and ensure there is enough provision within the city.

We use this information to:

  • Help us develop new offers with interested parties for private sector properties
  • Deliver services including understanding your needs, understanding what we can do for you and to inform you of other relevant services
  • To seek your views, opinions and comments
  • To keep you updated and notify you of any changes to services

Our lawful basis for processing personal data is Consent.

What personal information do we collect about you?

We collect and hold information about those:

  • Contributing to applications and consultations
  • Making enquiries and requests
  • Reporting alleged breaches
  • Making a complaint

The types of personal information supplied can include:

  • Contact information – your name, address, email address, telephone or mobile numbers, signatures;
  • your occupation;
  • information relating to expressed opinions in respect of an application or request for advice/information or an alleged breach of condition(s)/authorisation. 

Who do we share your Personal Data with?

We may need to share your personal date with colleagues and with third party individuals or organisations if this is necessary to resolve issues or improve services. We may also keep you up to date about changes to services or new services.

Sometimes we will need to share data with other Council departments and partners, for example our enforcement or planning teams.

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. We will keep your information in accordance with the Data Protection Act 2018

Your rights

You have the right to:

  1. Ask to see the information we hold about you (also known as a subject access request)
  2. Withdraw consent (see below)
  3. Ask us to change information we hold about you if it is wrong
  4. Ask us to delete the information we hold about you
  5. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact: The Let’s Rent Team

Withdrawal of Consent

Where personal data is processed on the basis of consent, you will have the right to withdraw that consent. Coventry City Council process personal data that it is necessary to do so in order to comply with our legal obligations and to enable us to perform tasks carried out in the public interest.   


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,


Date of last review: April 2024