OX Place is a trading name of Oxford City Housing Ltd., Oxford Town Hall, St Aldates, Oxford OX1 1BX. Company No.: 10212716. Oxford City Housing Ltd. is a housing company of Oxford City Council, set up in 2016.
Statement of Commitment
We understand the importance of ensuring that personal data, including sensitive personal data is always treated lawfully and appropriately and that the rights of individuals are upheld.
We are required to collect, use and hold personal data about individuals. Data is required for the purposes of carrying out our statutory obligations, delivering services and meeting the needs of individuals that we deal with. This includes current, past and prospective employees, service users, members of the public, Members of the Council, our business partners and other local authorities or public bodies.
In order to comply with the requirements of the General Data Protection Regulation (GDPR), we will ensure that:
We are required by law to share or make available some of the personal data we collect and hold. This information may be shared for a number of reasons including to safeguard public funds and for the prevention and detection of fraud, and for the prevention and detection of crime.
We are fully committed to compliance with the requirements of the General Data Protection Regulation (GDPR) and are registered as a data controller with the Information Commissioner’s Office. Our registration number is Z7925628.
Meeting our Policy’s Objectives
In order to meet the objectives that are listed above we need to ensure that the following are always considered and that appropriate controls and procedures are in place to ensure compliance with the General Data Protection Regulation (GDPR).
Collecting and Processing Personal Data
An Information Asset Register will be maintained by the Data Protection Officer identifying:
Personal data will not be shared with a third party organisation without a valid business reason and where required we will notify individuals that the sharing will take place in the form of a privacy notice. If any new purposes for the data sharing are to take place, we will seek consent from the individuals concerned.
When personal data is to be shared regularly with a third party, a Data Sharing Agreement must be implemented.
Any data sharing will also take into consideration:
Compliance with this Policy
Implementation of this policy will be led by our Data Protection Officer. Any questions or concerns about this policy should be taken up with our Data Protection Officer.
The General Data Protection Regulation (GDPR) allows you to find out what information about you is held on computer and in some paper records. This is called the right of subject access and includes facts and opinions expressed about you.
Requests for access to this data can be made in writing to us. To ensure that we get all the information we need, we suggest that you use the form below.
Please be as specific as possible about the information which you want access to. To make a data protection request to Oxford City Council, please click the below link
Requests for access to personal data can be submitted in any format, however before we can start processing your request we must have received proof of your identity.
If you wish to submit your request in person:
We require to see the original copies of one form of photographic ID only.
If you wish to submit your request via email or post:
We require two forms of ID to ensure that we are releasing data to the correct person. We ask that you supply one form of photographic ID to identify yourself and a recent utility bill stating your full name and address.
Forms of photographic ID that we accept include:
If you are making a request on the behalf of someone else, you will also need to provide a signed letter of consent from them and proof of their identity.
Please send requests to email@example.com or to the following address:
Oxford City Council
Oxford Town Hall,
What action we will take
We will acknowledge your request and set out our deadline for responding, which will be within 30 calendar days of its receipt.
We may also ask you to provide further information or clarification if we require it to process your request, and may contact you again for additional information or clarification if necessary. In these cases, the 30 day deadline will commence from the date when we receive the additional information.
The data may take the form of photocopies, printouts, transcripts, or a combination of these, depending on what is most appropriate in the circumstances.
If we hold no data about you, you will be informed of this.
We may withhold disclosure of information we hold about you where the law allows. The main exemptions are where information is held in order to:
If information is already published or available elsewhere (for instance in the Electoral Register) then we do not need to repeat it.
If you are unhappy with how we deal with your request, please contact the Data Protection Team in the first instance, to see if your concerns can be resolved informally. This may lead to a quicker resolution than a formal complaint. You can contact them at firstname.lastname@example.org.
If you remain dissatisfied after contacting the Data Protection Team, you can complain to us under our complaints procedure.
You can also complain to the Information Commissioner’s Office at the following address:
Cheshire SK9 5AF
Download our subject access request, privacy notice and authority to disclose form.
All postal correspondence should be sent to our OXFORD head office address:
OX Place Ltd
Oxford City Council
Oxford Town Hall,