My Commercial Hull - Property List

What are cookies?

When you visit the Site we may store some information (commonly known as a "cookie") on your computer. Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords and credit card numbers are not stored in cookies.

What are cookies used for?

A cookie helps you get the best out of the Site and helps us to provide you with a more customised service. We use cookies for the following purposes:

So that you will not have to re-enter your details each time you visit the Site: and
To track how the Site is used and to improve and update our content.

What cookies does this Site place?

When you visit the Site, the following cookies may be placed on your computer:

ASP.NET_SessionID – Session - by the .NET framework to identify the same session whilst using the site.

Google Analytics Cookies:

_utma – Persistent – used to track visitors and metrics incl first visit, last visit.
_utmb – Session – calculates visit length, works with _utmc cookie.
_utmc – Session – calculates visit length, works with _utmb cookie.
_utmz – Lasts six months – Monitors visit origin and keywords generated in the visit plus geolocation data.

How to manage your cookie settings

You can block or erase cookies from your computer if you want to (your browser's help screen or manual should tell you how to do this), but certain parts of the Site are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies

Most browsers are automatically set to accept cookies and you should be able to restrict or disable them if you wish by adjusting the settings on your browser (your browser's help screen or manual should tell you how to do this). However, certain parts of the Website are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies. We do not use 'spyware', that is web bugs or hidden identifiers or other similar devices to gain access to information, store hidden information or to trace your activities. For more information about cookies and instructions on how to adjust your browser settings to restrict or disable cookies, see the website www.allaboutcookies.org/

Changes to the Cookies Policy

We can amend this Cookies Policy from time to time so you should check it regularly to ensure that you are familiar with its terms and any changes which are made.

Find out more in our Privacy Policy

Who is collecting and using your personal data?

Hull City Council is “data controller” for any personal data that you provide to us.

We will ensure that the personal data you have given us is processed in line with our organisation’s Data Protection Policies and in line with your rights under the Data Protection Act 2018 and the UK General Data Protection Regulations.

Why are we collecting your personal data?

The processing of your personal data is necessary to enable us to send details of suitable properties to you, agree a contract and manage the tenancy.

The lawful grounds we rely upon for processing your personal data are UK General Data Protection Regulations –

Article 6 1 (b) performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

Article 6 1 (c) processing is necessary for compliance with a legal obligation to which the controller is subject.

Article 6 1 (e) of the– delivery of our public tasks.

What do we need to collect?

- Name of prospective tenant (whether company or individual)

- Name of guarantor(s) (e.g. company directors)

- Addresses

- Company details, e.g. registration no, VAT no etc.

- Email addresses/telephone numbers of individuals

- Copies of identity documents are taken to verify identity, these can include Driving Licence, passport etc.

- Bank details of sole traders or guarantors

- Signatures

- Experian data, this will include background data on companies but only a score for individuals.

Who will we share your personal data with?

To enable us to match your requirement with suitable premises and agree a contract, it may be necessary for us to share your personal data with our internal departments, for example our Legal Service.

We routinely undertake credit checks on prospective tenants with Experian, their privacy policy is available here - Experian Privacy Policy

We are required to undertake Anti-Money Laundering checks to comply with The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (as amended 2020) and information including personal data may be shared the Council’s Audit & Fraud Team to meet these obligations.

We are required to participate in the National Fraud Initiative (NFI). This is a data matching exercise organised by the government, every Council in England is required to provide particular sets of data to the Minister for the Cabinet Office. Data matching exercises are carried out by the government with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. This does not require the consent of the individuals concerned under the General Data Protection Regulation.

Access here to learn more about the government's legal powers and why they data match particular information.

How long will we hold your personal data?

We will retain your personal data for only as long as is necessary, normally this is duration of the tenancy plus 6 years.

Details for discontinued application will be disposed of after 6 months.

You may ask for any personal data to be deleted at any time. The Council considers all data deletion requests on their merits, but we are not always able to comply where we are subject to a legal duty or overriding business requirement.

Exercising your rights

Under the Data Protection Act 2018 and the UK General Data Protection Regulations you have the following rights;

The right of access to your own personal data
The right to request rectification or deletion of your personal data
The right to object to the processing of your personal data
The right to request a copy of the information you provide us in machine readable format
The right to withdraw your consent to any processing that is solely reliant upon your consent

Should you wish to exercise any of your rights or complain about how your personal data has been handled, you should contact the Information Governance Team –

Information Governance Team

Hull City Council

Alfred Gelder Street

Hull

HU1 2AA

Email - information@hullcc.gov.uk

Your right to complain

If you remain dissatisfied with the way your personal data has been handled, you may refer the matter to the Information Commissioner’s Office whose contact details are below but we hope that in the first instance you will contact Hull City Council to try and resolve your complaint or concern.

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Email: casework@ico.org.uk