Service Specific Privacy Notices

East Northamptonshire Council is committed to protecting your privacy when you use our services. This Privacy Notice explains how we use information about you and how we protect your privacy.

This Privacy notice relates to client records relating to claims for Business rates.

Your personal information – what we need and why

East Northamptonshire Council collects and holds personal information about you to administer and process the collection of Non Domestic Rates. This information will include your name, address, contact details and other required information.

We use this information to:

• Administer and collect Non Domestic Rates/Council Tax;
• assess your entitlement to benefits, discounts and reliefs;
• administer and collect outstanding funds owed to the Council;
• comply with legal obligations, for example the prevention or detection of fraud/crime; and
• the protection of public funds.

We may also use your information within the Council to:

• Keep the electoral register up to date
• license private rented properties
• collect debts owed to the Council; and
• for other council services where the law allows or requires it, or to improve the service you receive.

What allows us to process your data?

We process your personal information in line with our legal obligations under the following legislation:

• Local Government Finance Act 1988 and 2012
• Localism Act 2011
• Local Government Act 2003
• The Non-Domestic Rating (Collection and Enforcement) (Local Lists) Regulations 1989 as amended
• The Council Tax and Non-Domestic Rating (Demand Notices) (England) Regulations 2003 as amended
• Taking Control of Goods Regulations 2014
• The prevention / detection of crime, including false representation in accordance with the Fraud Act.

Where we process special categories data (formerly referred to as sensitive personal data) the council relies upon GDPR (Article 9(2)(b)) for the purposes of social security and social protection law.

Who do we share your information with?

We will only share information with other organisations where it is necessary, either to comply with a legal obligation, or where permitted under Data Protection legislation. Where sharing is necessary for us to carry out the Business Rates function or if there is a public interest to do so such as the prevention and / or detection of crime. This could include the need to disclose sensitive or confidential information.

We may share your information with other organisations to prevent and detect crime/fraud including:

• Department for Works and Pensions;
• HM Revenues and Customs;
• National Audit Office;
• Cabinet Office;
• the Police;
• other local authorities; and
• debt management organisations/enforcement agents engaged by us and the courts in relation to outstanding money owed.

We work with the Cabinet Office to carry out data matching exercises. Data matching is comparing computer records held by one organisation with other computer records held by the same organisation or a different one. This is usually personal information. Computerised data matching allows us to identify claims and payments that may be fraudulent. A match means that there is an inconsistency between the sets of records that need investigating. 

It may also be necessary to share your information with credit reference agencies to help prevent and detect fraud and to confirm who is resident at an address.  The Council may utilise the services of Experian to help determine the best course of recovery action.  Please follow the link for further information regarding Experian’s Privacy Policy.

We routinely publish Non Domestic Rates Datasets on our website which are available to the general public.  We do not publish personal information, as part of the Datasets.

How long do we keep your records?

We will only keep your information for the minimum period necessary. All information will be held securely and will be securely destroyed when it is no longer required. For further information on how long we hold your personal information please see our retention schedule and policy (this is currently under construction - apologies for any incovinience caused).

Your Data Rights and Our Privacy Statement

For further information about how East Northamptonshire Council uses your personal data, including your rights as a data subject, please see our Privacy Policy on the website.  If you are unhappy with the use of your personal data or for further information please contact the council’s Data Protection Officer.