Privacy Notice - Strategic Land and Property

Nature of work

The Strategic Land and Property team is heavily involved with all areas of the Council’s land and property assets. The Council has a wide range of operational and non-operational land and property assets across the Borough, and the use of these assets is key to delivery of both Council services and achieving the 4 Corporate Priorities. Key areas of work include:

Land and Property Development

The team works in partnership with public and private sector developers to promote growth and investment in Solihull’s built environment in accordance with the Local Plan. We represent the Council as a landowner in the delivery of major Town Centre redevelopment schemes, new private and affordable housing, shopping centres, offices, and health and social care developments throughout the Borough, and review each proposal’s design, programme, financial appraisal, legal agreements and consultation process. This contributes to the delivery of the Council’s key priorities, such as UK Central and the Investing in North Solihull programme, whilst delivering value to the Council by achieving capital receipts and rental income on the disposal of surplus and investment properties.

Landlord and Tenant

The team undertakes all work within the scope of the Landlord and Tenant Act including the granting of leases, conducting rent reviews, lease renewals and advising on other general land and property matters. In addition, as Landlord of Council owned property, the section delivers a number of land and property related services including: property transactions such as minor land disposals, lettings, licences, rent reviews and lease renewal; estate management advice; land ownership and management responsibility queries.

Property Information

The team has responsibility for the maintenance, updating and verification of the Council’s definitive ownership records along with records of land and property transactions such as leases, licences, acquisitions, disposals, wayleaves, dedication agreements etc. These records are all held within the Uniform system from IDOX. Assistance with database requirements and web links is also provided corporately by the team to other areas such as facilities management, property repairs orders for the Property Services Team, corporate facilities transport and car park monitoring and assistance with software testing for property related systems.

Property Management

The team is responsible for the day-to-day operational management of the Council's commercial land and property assets. The property portfolio is predominantly made up of leasehold commercial land and properties, including shops and industrial estates, along with offices, non-HRA (Housing Revenue Account) residential properties, farms and other miscellaneous small land holdings such as grazing land.

Valuation

The team provides a full valuation service to the Council. The team is responsible for providing up to date valuations for all the Council’s land and property assets in accordance with the requirements of the Royal Institution of Chartered Surveyors. All assets are valued on a five year rolling programme. The assets include shops, offices, small business units, residential properties, and the Council’s operational assets such as schools, libraries, offices etc. In addition to asset valuations, the team has extensive knowledge of the property market and experience in the valuation of land and property, which allows us to provide impartial advice and a professional service on behalf of all Council directorates from initial instruction through to completion.

Why we need your information

We will process personal information:

• for the purpose for which you provided the information, e.g. the grant of a lease or property agreement
• to enable us to communicate with you and provide the services you need or are entitled to
• to monitor our performance in providing services to you; to gather statistical information to allow us to plan future provision of services and to obtain your opinion about our services
• to meet various legal requirements
• for the prevention and/or detection of crime including fraud
• to process financial transactions, including the collection of rents and capital receipts and the payment of invoices
• for general processing where you have given your consent for us to do so
• where it is necessary to protect individuals from harm or injury
• where it is permitted under Data Protection legislation, for example, to comply with legal obligations or for us to seek legal advice or undertake legal proceedings

We aim to always keep your information accurate and up to date. You can help us to do this at any time by letting us know if any of the information you have given us, such as your address, changes.

Type/Classes of information processed

We process a variety of information relating to individuals including:

• personal details
• financial details
• employment details
• housing and commercial property needs

Who information is processed about

We process personal information about:

• Landlords and tenants for leases and licenses, easements and wayleaves
• Buyers and sellers for acquisitions and disposals of land and property
• Interested parties to development schemes and Compulsory Purchase Orders
• Consultation responses and representations

Who information may be shared with

Where necessary or required we share information with:

• Banks and financial institutions
• Central government departments
• Credit referencing agencies
• Building contractors
• Land and property advisors and agents
• Landlords, tenants and developers
• Solicitors and legal advisors

How long we will keep your information

For the duration of ownership of a property or the term of a lease or contract plus 12 years.

Transfers Overseas

Information is not transferred overseas.