Who are we and what do we do?
The information we collect is required to ensure the correct residents and businesses are billed correctly for Council Tax and Non Domestic Rates (NNDR) and that any subsequent recovery action for non-payment is issued to the most up to date address held.
What type of personal data do we collect and how do we collect it?
We may collect the following types of Personal Data:
- Your name
- Contact details (postal address, telephone number, email address etc.)
- Financial information (including earnings and benefits information if you complete an income and expenditure form)
- Bank accounts
- Household details (including if you live alone and request a discount)
- Whether you are a student
- Disability details if you (or someone on your behalf) are applying for a discount due to being Severely Mentally Impaired
- Any other information required to ensure the correct person / business is made liable at a specific address
How we collect your personal data
We may collect your Personal Data in a number of ways, for example:
- When you complete an on line application to declare that you are living at a property or moving out
- When you complete a household enquiry form
- When you contact us directly either via telephone, in person or email;
- When you report a change in your circumstances online
- When the Department for Work and Pensions provides us with information in relation to your state benefits if an attachment to your benefits has been requested
- When you employer provides us with information about your job if we have asked them to make deductions from your pay to collect outstanding debts
How the law allows us to use your personal information
We have a legal obligation to process the information in accordance with the following legislation:
- Local Government Finance Act 1992
- The Council Tax (Administration and Enforcement) Regulations 1992.
What is your personal data used for?
- To ensure the correct person or business is made liable for Council Tax or Business rates
- To administer applications for a range of discounts or exemptions for Council Tax
- To administer applications for charitable relief, small business rate relief or hardship requests in respect of Business Rates
- To ensure council tax and business rates liabilities are correct and kept up to date
- To ensure that the information we hold about you is kept up-to-date;
- To deal with any problems or complaints that arise in relation to your account;
- To prevent, detect and prosecute fraud where appropriate;
Will your personal data be shared?
For Council Tax and Non Domestic rates purposes, we share information under our legal obligations and with partner organisations, including;
- Government departments in connection with any queries which may arise
- The Department for Work and Pensions if recovery is requested from your state benefits
- With external enforcement agents to recover unpaid debts
- On occasions, your information may be accessed by contracted IT support organisations in the delivery of IT support. Access by IT support will only be provided for such reasons as fixing any technical issues with software, and any viewing of data will be incidental to this
Subject to a legal gateway, your information may also be shared for the prevention of fraud and criminal activity with (this list is not exhaustive):
- The Police
- Trading Standards or Health organisations
We will not normally share your information with organisations other than our partner organisations without your consent. However, there may be certain circumstances where we would share without consent, such as where we are required to do so by law, to safeguard public safety or if there is a risk of harm or in emergency situations. If this does apply, any information which is shared will only be shared on a need to know basis with appropriate individuals.
How do we keep your personal data secure?
The security of your personal information is important to us. This is why we follow a range of security policies and procedures to control and safeguard access to and use of your personal information.
How long will we keep your personal data?
After we deliver a service to you, we have to keep your information as a business record of what was delivered. The type of service will determine how long we have to keep it. Our corporate retention guidelines show how long we will keep it for different services. This ranges from months for some records to decades for more sensitive records.
The retention periods for this service are as follows:
- The records held regarding your Council Tax liability will be kept for 6 years
- The records held regarding your Business Rates liability will be kept for 6 years
Is your personal data processed overseas?
The Council will not process your information overseas, however it may be necessary if requested by an external organisation under a legal requirement or at your request. In any event we would ensure that your information is safe.
We will only send you information about our services and/or products if you have agreed for us to do so or we are sending you information in relation to similar services you have received in the past. You can opt out of this at any time by letting us know by unsubscribing or replying with your request.
What are your information rights?
Your Information Rights are set out in the law. Subject to some legal exceptions, you have the right to:
- to have any inaccuracies corrected;
- to have your personal data erased;
- to place a restriction on our processing of your data;
- to object to processing; and
- to request your data to be ported (data portability).
To exercise any of these rights please contact the service in the first instance.
Under data protection legislation, you have the right to request access to information about you that we hold. Make a request for your personal information.
Making a complaint
If you have a concerns about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner's Office. Visit the website of the Information Commissioner's Office.
If you would like to discuss anything in this privacy notice or your information rights, please contact:
The Data Protection Officer
PO Box 500, Middlesbrough, TS1 9FT
Phone: 01642 245432