GENERAL PRIVACY NOTICE Section 13.7

April 2018

PRIVACY NOTICE: COUNCIL AND DEMOCRACY

Service specific details provided in addition to

the Council’s General Privacy Notice – please see Sections 1 to 10

Service Area: / FINANCE
Contact details: /
Date reviewed: / April 2018
PURPOSE FOR WHICH THE INFORMATION IS BEING SOUGHT:
1 / To administer the Council’s General Fund and Housing Revenue Accounts.
2 / To make payments to employees and suppliers.
3 / To receive payments and collect debts where necessary.
4 / To process insurance claims made against the Council’s insurance policy.
5 / To administer pension records.
INFORMATION WILL BE HELD IN THE FOLLOWING FORMS:
1 / Electronic document retention system.
2 / Paper.
3 / Emails pending filing within the relevant document retention system.
THE INFORMATION WILL BE USED TO:
A / Meet an obligation under contracts with the Council (e.g. contracts for goods and services, insurance contracts andemployment contracts).
B / Comply with a range of legal requirements of the Council namely:
  • Local Government and Finance Act 1988
  • Audit Commission Act 1998
  • Accounts and Audit (England) Regulations 2015
  • Income Tax (Earnings and Pensions) Act 2003.

C / Process information in accordance with the data subjects’ consent.
SENSITIVE INFORMATION WILL BE USED TO:
D / Defend insurance claims made against the Council’s contract of insurance.
THE TIME THE INFORMATION WILL BE HELD:
As provided for in the Document Retention Schedule attached to the General Privacy Notice and supplemented by the schedule below at section 13.8.
WHEN & WITH WHOM THE INFORMATION WILL BE SHARED:
With whom / When
Bank & Banking Agencies (e.g. BACS). / Time of making payments and collections
Her Majesty’s Revenue & Customs (HMRC). / Submission of various HMRC returns & orders of information
Her Majesty’s Courts & Tribunals Service (HMCTS) in relation to legal claims. / When legal proceedings are commenced
National Fraud Initiative (NFI) for the purpose of preventing and detecting fraud under Part 6 of the Local Audit and Accountability Act 2014. Under this initiative, the Council will participate in data matching exercises and council tax and business rates support information may be provided to the NFI to prevent and detect fraud. / Annually
Gloucestershire County Council. / During any insurance claim
Relevant internal service areas within the Council including but not limited to:
  • Legal Services
  • Tenant Services
  • Revenues and Benefits
/ At the time of processing payments or collecting debts, for the duration of insurance claims
Debt collection Agencies for the collection of debts owed to the Council. / Upon instruction
Our insurers and their agents (e.g. claims handlers, solicitors). / During the contract ofinsurance
Non personal information (e.g. location details) relating to accidents that occur within the district will be shared with the Council’s insurance brokers and other insurance companies. / For insurance renewals and procurement
Medical or legal experts as part of an insurance claim. / During any insurance claim
External printers for sending correspondence on behalf of the Council. / Upon instruction