Deeds & Records privacy notice

The Information Management Team keeps the council’s deeds, administers the off-site storage and archiving of paper records or electronic media i.e. microfiche, and provides for secure document destruction. This work covers property deeds and council agreements, licences and other legal documentation, social care files and client records.

We work with all council services to store, retrieve and securely destroy records in line with the council’s retention scheme.

To manage these processes, such as the retrieval of files from off-site storage, we access personal and special category personal information. This means that at one time or another we access all types of information that the council holds.

Personal information collected

  • Name
  • Address & contact details
  • Date of Birth
  • Property information
  • Social Services Records
  • Human Resources Records
  • Education Information
  • Housing Information
  • Family/Relationship Information
  • Referral/Assessment Information

Who we share the information with

The team works on behalf of services who manage any sharing necessary for them. For deeds, we share information with the council’s legal service to manage the creation and use of deeds.

Legislation that applies

  • The Local Government (Access to Information) Act 1985
  • Section 46 of the Freedom of Information Act 2000

How long we keep your information

  • All items held in off-site storage have retention periods set by the service responsible for the files. See the specific privacy notices for more information.
  • Deeds are retained permanently. Any correspondence relating to deeds will be retained for one year once the request has been completed.