Door Entry System - Tenancy Services
Data Controllers
City of Lincoln Council has installed a door entry system for including but not limited to, access to low rise flats. This is to ensure we continue to maintain the highest standards of safety and security within our properties for our tenants.
Bamford Doors Ltd are appointed to undertake full replacement of the block main entry doors and install a new access control system. The aim is to reduce the risk of arson and anti-social behaviour within the blocks by installing increased security.
As part of this system, tenants can grant remote access to their building. This is facilitated by Intratone UK Ltd a company formed by COGELEC who will contact you via telephone to confirm if you would like to allow access. Please find a link to the company’s Privacy notice Intratone UK Legal Information: Policies & Terms.
City of Lincoln Council will remain the data controllers of any personal data provided
What type of personal data we collect
We collect and process the following personal data
- phone numbers
- address
- key fob numbers- these are collected to enable the system to be maintained such as the issuing of replacement fobs linked to an address and phone number and to ensure security is maintained.
- Key fob door entry logs are accessed by the Council anonymously; Entry logs linked to your key fob number for the last 3 months can be obtained by the Council from the supplier’s when there is a legal basis for this to be requested such as for safeguarding purposes.
- The Council do not record or process video or audio footage from the system
Do you have to provide your personal data
You are not obliged by statute or contract to provide the information that is specified above. However, we cannot connect the intercom to your telephone if you do not allow us to process this data.
If you do not have a telephone number or do not wish to use your telephone number for this purpose and require a reasonable adjustment, please contact TenancyEstatesManagers@lincoln.gov.uk as we are able to offer an alternative solution within your property for this purpose.
Lawful basis for processing
Under the UK General Data Protection Regulation (UK GDPR), the relevant lawful basis for processing is contained in Article 6(1)(e)
- necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council in accordance with the Housing Act 2004.
Who we share your personal data with
We will only share your personal data with other departments within the Council, and with other organisations when it is necessary to provide the services to you, and when we have a lawful reason to do so. The Council may also share your information when we are obliged to by law.
In relation to this service, the Council may share your personal data with:
• Intratone UK Ltd who provide the service
This may include sharing your information across the Council, or with external organisations. Information about these functions and the legal basis on which information is used for them can be found at www.lincoln.gov.uk/privacy-policy.
How we store your personal information
Your data is securely stored on encrypted computer servers based in UK for data held by the Council and the suppliers based in France and is not transferred outside the European Economic Area.
Your personal data will be retained only for the purposes stated in this privacy notice and will be held for no more than the length of your tenancy. All personal data will be held and disposed of confidentially.
Key fob door entry logs connected to your property are kept by Intratone UK Ltd for 3 months before being deleted and a history of calls made or missed is kept for 30 days before being confidentially deleted.
What are my rights in relation to my personal data?
You have the right to access the personal data we hold about you; to request we rectify or erase your personal data; to object to or restrict processing and a right of data portability in certain circumstances. Find out more about your rights and how to make a Data Subject Access Request at www.lincoln.gov.uk/policy.
Who can I contact to obtain further information or complain
If you want to know more about your rights relating to the personal data we hold about you or you have a complaint regarding the way we have handled your personal data, please contact our Data Protection Officer at:
Data Protection Officer, Lincoln City Council, City Hall, Beaumont Fee, LN1 1DD, Telephone 01522 881 188 or email dpo@lincoln.gov.uk.
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 5A, Telephone: 0303 123 1113 or visit ico.org.uk.
Last reviewed 08 October 2026.