Finance
Your privacy and the protection of your personal information is very important to us and we are committed to robust compliance with the General Data Protection Regulation and the Data Protection Act 2018.
These privacy notices explain what we do with your personal information, your rights and how we protect it.
These notices are for all our service users and clients. This version of the notice was adopted in November 2020 and will be kept under review.
Who we are
Maidstone Borough CouncilMaidstone
Kent
ME15 6JQ
Phone: 01622 602000
Email: Data Protection Officer
You can find us in the Information Commissioner’s register of organisations.
Direct debt payments
What types of information do we collect from you?
- Name
- Address
- Phone number
- Email address
- Financial information
Keeping your personal information
In line with our record retention schedule:
- records relating to direct debit payments will be kept for six years
- card transactions data will be retained for 18 months
Our legal basis for using your information is:
We rely on your consent to use your data.
Sharing personal information
We do not share this information.
The Council reserves the right to share personal data with other agencies and organisations for the purposes of prevention or detection of fraud.
Our lawful basis to process your personal data is both legal obligation and task in the public interest. Our lawful basis for processing special category data is substantial public interest. Our substantial public interest conditions are statutory and government purposes, preventing or detecting unlawful acts and preventing fraud. This includes the National Fraud Initiative Exercises and referrals to fraud and compliance for investigation. Dependent on the investigation, our lawful basis is in accordance with the following legislation:
- Local Government Finance Act 1992 as amended
- Council Tax Administration and Enforcement Regulations 1992
- Local Government Finance Act 1988 as amended
- Non-Domestic Rates Regulations
- Non-Domestic Rates Act 2023
- Local Audit and Accountability Act 2014
When necessary, the Council will share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime, and it will always be shared securely. We will only share your personal data if the law lets us, and we always aim to share the minimal data as is necessary. We share your personal data with:
- Kent Intelligence Network
- other local authorities
- Central Government, including Cabinet Office and Department of Work and Pensions
- law enforcement agencies, including the police
- National Anti-Fraud Network – NAFN
- Action Fraud
- HM Courts (where a case progresses to the courts)
Insurance claims
What types of information do we collect from you?
- Name
- Address
- Phone numbers
- Email addresses
- Gender
- Health/Disability
- Vehicle registration
- Financial information
- Employment
- Date of birth
Keeping your personal information
In line with our record retention schedule, records relating to insurance claims will be kept for 6 years from when the claim was settled.
Our legal basis for using your information is:
We rely on your consent to use your data.
Sharing personal information
Where necessary we will share your personal information with third party service providers, who are under contractual obligation to protect your data including:
- Zurich (our insurers)
- Any other legal representatives
The Council reserves the right to share personal data with other agencies and organisations for the purposes of prevention or detection of fraud.
Our lawful basis to process your personal data is both legal obligation and task in the public interest. Our lawful basis for processing special category data is substantial public interest. Our substantial public interest conditions are statutory and government purposes, preventing or detecting unlawful acts and preventing fraud. This includes the National Fraud Initiative Exercises and referrals to fraud and compliance for investigation. Dependent on the investigation, our lawful basis is in accordance with the following legislation:
- Local Government Finance Act 1992 as amended
- Council Tax Administration and Enforcement Regulations 1992
- Local Government Finance Act 1988 as amended
- Non-Domestic Rates Regulations
- Non-Domestic Rates Act 2023
- Local Audit and Accountability Act 2014
When necessary, the Council will share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime, and it will always be shared securely. We will only share your personal data if the law lets us, and we always aim to share the minimal data as is necessary. We share your personal data with:
- Kent Intelligence Network
- other local authorities
- Central Government, including Cabinet Office and Department of Work and Pensions
- law enforcement agencies, including the police
- National Anti-Fraud Network – NAFN
- Action Fraud
- HM Courts (where a case progresses to the courts)
Receiving payments
What types of information do we collect from you?
- Name
- Address
- Phone number
- Email address
- Financial information
Keeping your personal information
In line with our record retention schedule, records relating to receiving payments will be kept for 6 years.
Our legal basis for using your information is:
We rely on your consent to use your data.
Sharing personal information
We do not share this information.
The Council reserves the right to share personal data with other agencies and organisations for the purposes of prevention or detection of fraud.
Our lawful basis to process your personal data is both legal obligation and task in the public interest. Our lawful basis for processing special category data is substantial public interest. Our substantial public interest conditions are statutory and government purposes, preventing or detecting unlawful acts and preventing fraud. This includes the National Fraud Initiative Exercises and referrals to fraud and compliance for investigation. Dependent on the investigation, our lawful basis is in accordance with the following legislation:
- Local Government Finance Act 1992 as amended
- Council Tax Administration and Enforcement Regulations 1992
- Local Government Finance Act 1988 as amended
- Non-Domestic Rates Regulations
- Non-Domestic Rates Act 2023
- Local Audit and Accountability Act 2014
When necessary, the Council will share personal data with anti-fraud and law enforcement agencies for the prevention and detection of crime, and it will always be shared securely. We will only share your personal data if the law lets us, and we always aim to share the minimal data as is necessary. We share your personal data with:
- Kent Intelligence Network
- other local authorities
- Central Government, including Cabinet Office and Department of Work and Pensions
- law enforcement agencies, including the police
- National Anti-Fraud Network – NAFN
- Action Fraud
- HM Courts (where a case progresses to the courts)
We will use your information to:
- Provide you with services.
- Retain a record to permit us to audit and quality assure those services.
- Contact you for user satisfaction surveys.
- Plan and manage our services and to meet the requirements of external regulators.
- Give you a better experience on our website and to improve the relevance of online advertising you see. Please see our Privacy Statement.
- Keep visitors and colleagues safe and secure, we also use CCTV at our premises which records images.
Automated decision-making
There are no automated decisions in this process.
Your rights over your personal information
- Access – you can request copies of your personal information that is held by the Council.
- Rectification – you can ask us to correct any incorrect information.
- Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
- Portability – you can ask us to transfer your personal data to different services or to you.
- Limit processing – how it is going to be used in the future.
- Right to object - you have the right to object to how your data is being used
Find out more information on the ICO website.
Staying in touch
We want to keep in touch with clients and service users to tell you about our services, by post, email, text or social media.
We will not do this if you opt out or object, and you can change your mind at any time. Just get in touch using the contact details at the top of this notice or unsubscribe within any of our awareness-raising communications.
We will not use your personal information to send you marketing communications by email or text without your consent.