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Licensing

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 Council
Maidstone
Kent
ME15 6JQ

Phone: 01622 602000
Email: Data Protection Officer

You can find us in the Information Commissioner’s register of organisations.

Disclosure and barring service checks

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Date of birth
  • NI number

Keeping your personal information

We do not retain this information.

Our legal basis for using your information is:

Official authority/public task.

Sharing personal information

Where necessary we will also share information where required to by law or in the public interest, with other statutory service providers, with regulators, with the police or with HM Revenue and Customs. In this instance, we share your information with:

  • Kent Police

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)

Driver and vehicle licensing agency checks

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Driving licence

Keeping your personal information

In line with our record retention schedule, Driver and Vehicle Licensing Agency checks will be kept for the life of the licence, including any renewal.

Our legal basis for using your information is:

Official authority/public task.

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)

Immigration checks

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Passport/other identification documents

Keeping your personal information

In line with our record retention schedule, Driver and Vehicle Licensing Agency checks will be kept for the life of the licence.

Our legal basis for using your information is:

Compliance with a legal obligation.

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)

Process licence applications

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Date of birth
  • NI number
  • Ethnicity

Keeping your personal information

In line with our record retention schedule, records relating to process licence applications will be kept for the life of the licence.

Our legal basis for using your information is:

Official authority/public task.

Sharing personal information

Where necessary we will share information where required to by law or in the public interest, with other statutory service providers, with regulators, with the police or with HM Revenue and Customs. In this instance we share your information with:

  • Partner local authorities
  • Kent Police
  • Kent Fire Brigade

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)

Enquiries and complaints

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email addresses

Keeping your personal information

In line with our record retention schedule, records relating to enquiries and/or complaint responses will be kept for 7 years.

Our legal basis for using your information is:

Compliance with a contract.

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)

Enforcement notices

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address

Keeping your personal information

In line with our record retention schedule, enforcement notices will be kept for 12 years from the end of service.

Our legal basis for using your information is:

Compliance with a legal obligation.

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)

Committee application

Open

What types of information do we collect from you?

  • Name
  • Address
  • Phone number
  • Email address
  • Vehicle registration
  • Employment
  • Health and disability data
  • Criminal background
  • Financial information
  • Court proceedings

Keeping your personal information

In line with our record retention schedule, committee applications will be kept for 6 years from the end of service.

Our legal basis for using your information is:

Official authority/public task.

Sharing personal information

Where necessary we will share your personal information with councillors.

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.