Website and telephone payments Friday 26 April
Our website and telephone payment systems are unavailable between 6pm and 10pm on Friday 26 April. You will not be able to pay for any council services on our website or over the phone during this time.
This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.
Who are we?
North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).
The council has appointed Veritau to be its data protection officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
What personal information do we collect?
To carry out these purposes we process the following categories of personal data, depending on the benefit(s) claimed:
- name, address and contact details, including email and telephone numbers
- previous addresses
- household Composition and circumstances
- bank details
- credit/debit card details for processing payments only
- ownership/Lease or rental details
- unique Identifiers, such as National Insurance number, Student ID
- Social Care Status
- student status and education setting
- income and expenditure details, including employer/employment details
- nationality and ethnicity, including date of entry to the UK
We may also need to process the following special categories of personal data, if this will have an affect on your benefit entitlements
- details regarding your health, including disability
- sexual orientation
- race or ethnic origin
Why do we collect your personal information?
North Yorkshire Council processes your personal information for the administration and enforcement of the collection of:
- council tax
- Business Rates (Non-Domestic Rates)
- Business Improvement District (BID)
- sundry debts
- administer government grants/schemes
- to assess the quality of our service via call recording and monitoring
- prevention and detection of fraud
Who do we obtain your information from?
While providing this service, we may receive information from the following external agencies:
- Department for Work and Pensions (DWP)
- HM Revenue and Customs (HMRC)
- other local authorities Valuation Office Agency (VOA)
- Welfare Rights / Debt Advice Service / Citizens Advice Service
- your employer - we may share your details for the purpose of requesting an attachment to your earnings.
Who do we share this information with?
Internally within the council, we may share information with the following service areas:
- Counter Fraud Team – to prevent and detect fraud and help protect public monies
- Electoral Services - to support the administration of the electoral register
- Debt Recovery Team – for the recovery of overpayments
- Environment Health Department – to fulfil the council’s duties under the Housing Act 1985 and the Housing Act 2004
- Adult Social Care - to assist in the determination of financial assessments for care support.
Externally to the council, we may share information with the following organisations
- HMRC
- Department for Work and Pensions
- other local authorities
- His Majesties Courts and Tribunal Services.
- Cabinet Office- we participate in the Cabinet Offices National Fraud Initiative, a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular data sets to the Minister for the Cabinet Office. This data may be passed to other public bodies to investigate any matches.
- other local authorities
- Datatank -we have a statutory duty to monitor and review all council tax discounts to maintain accurate records. We carry out regular reviews of households claiming single occupancy discounts, these are carried out on our behalf by our partner Datatank.
- Credit reference agencies - we may share your details to verify your entitlement to discounts, or to trace individuals and profile individuals who owe arrears by verifying your personal and financial situation to ascertain your liability to pay and ability to pay arrears, where appropriate
- external auditors: to ensure correct administration of Council Tax and Business Rates legislation.
- External Enforcement Agents
- Insolvency practitioners – we may share information with practitioners to assist us with the collection of arrears, to ascertain your personal and financial situation to assess your ability to pay and the best course of action to be taken to recover outstanding arrears.
- land registry – to check ownership of properties
- letting agents and landlords.
- Local Government and Social Care Ombudsman: We may share information when requested as part of any ongoing complaint investigation.
- your nominated representatives.
- software providers, that may host or process your data on behalf of the council such as Govtech
- TelSoltuions – for the purpose of contacting taxpayers using text, email and voice communications
- your employer, if it is necessary for the recovery of benefit overpayments
We may be asked to provide personal information by relevant authorities with regulatory powers such as the police, government departments and other local authorities for the purposes of the prevention or detection of crime and/or the apprehension or prosecution of offenders without the permission of the data subject.
The Council will consider such requests on a case-by-case basis.
How long do we keep your information for?
| Data held | Retention period |
|---|---|
| Council tax support data | The Council keeps information dating back to April 1993 so that when a property is rebanded we can refund all entitled persons. |
| Non-Domestic Rates data | Current financial year +10 years |
| Business Improvement Districts (BIDS) | 7 years unless bid is renewed |
| Sundry debts | Current financial year +6 years |
What is our lawful basis for processing your information?
North Yorkshire Council relies on the following lawful basis to process your personal data:
UK GDPR Article 6 (1) (c) – processing is necessary for compliance with a legal obligation to which the controller is subject
UK GDPR Article 6 (1) (e) – processing is necessary for the performance of a task carried out in the public interest
When processing special category information, the Council will rely on the following lawful basis:
UK GDPR Article 9 (2) - processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2 of the Data Protection Act (2018) as below:
- (6) Statutory and Government purposes
- (16) Support for individuals with a disability or medical condition
| Service area | Legislation |
|---|---|
| Council tax |
|
| Business rates |
|
| Business Improvement District (BID) |
|
Data Transfers beyond the European Economic Area
We do not transfer any of your personal information outside the the European Economic Area
For more information about how the council uses your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.