Privacy notices for services

Trusted landlord scheme privacy notice

How we protect and use your personal information

City of Lincoln Council are the controllers of the information you provide. We take your privacy seriously and laws including the Data Protection Act 2018 state that we must:

  • use your personal information fairly, lawfully and be open with you about this
  • use it for a particular purpose and not do anything incompatible with this
  • keep your information accurate and delete any inaccuracies without delay
  • obtain from you only the information which is necessary
  • retain your information only for as long as necessary 
  • store your information safely and securely

Why we need your personal information

We require your name, contact details and a list of the properties owned [or managed] by you within the boundary of the council for the purposes of administrating and promoting the trusted landlord scheme.

We need your information for the legal reason that it is necessary to perform our official duties in promoting housing standards in accordance with Parts 1-4 of the Housing Act 2004. This may include details of any criminal convictions you may have where relevant, see further details below.

Who we share your personal information with

We will share your information where necessary with;

  • The landlord accreditation bodies to whom you belong, this includes any complaints against you as a landlord or against any of your properties including the outcome of property inspections.
  • Your name and the streets where you own or manage properties will be published online on the trusted landlord scheme website.
  • Other sections of the council such as;
  • Housing solutions team (to advertise your accommodation) 
  • Public Protection and Anti-Social Behaviour (in relation to any complaints) 
  • Private Housing enforcement team (in relation to complaints and housing offences for example failure to obtain a Houses in Multiple Occupation (HMO) licence.

This may include the sharing of sensitive data relating to any criminal convictions you may have as all applications will be checked against the Rogue Landlord Database (Housing and Planning Act 2016) and the Council’s records relating to prosecutions, civil penalties and housing enforcement records.

We also share information when we are legally required to do so such as with the Police or HMRC for example for the prevention and detection of crime.

How we keep your information secure and how long with keep it

Your information will be stored in accordance with appropriate security measures. Your information will be retained throughout your membership of the scheme and for 3 years following the end of your membership or for 6 months following any unsuccessful application.

Your data protection rights

You have the right to request access to your information, to request that it be rectified if incorrect, to object to or restrict its processing and to its erasure in certain circumstances. For further information regarding your data protection rights see our council privacy notice

Your right to complain 

If you want to know more about your rights relating to the information we hold about you or you have a complaint regarding the way we have handled your information please contact our; Data Protection Officer at: City of Lincoln Council, City Hall, Beaumont Fee, LN1 1DD. Telephone 01522 881188 or 

If however you remain unhappy, then you have a right to complain to the Information Commissioner at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113 or visit or email