How we use your personal information for Council Tax Reduction purposes
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for council tax reduction purposes. This information should be read in conjunction with the Council’s corporate privacy notice
1. Who we are, what we do.
As a Council, we administer a Council Tax Reduction (CTR) scheme to help people who are on low income with their council tax. CTR can pay for part or all of someone’s council tax depending on how much income they receive and their individual circumstances.
We hold certain information about you, which we use to administer the CTR scheme. This includes the need to process your information to contact you, to make CTR payments to you and recover any overpaid CTR from you. Further information about how we use your personal data is provided below.
2. What and whose personal information we hold?
We hold information about past and present residents who have made applications for Council Tax Reduction to the Council.
The types of information we hold and process will typically include:
Contact details, including name, address, telephone numbers and email address
Household and Income details
Employer and salary details
National Insurance Number and Date of Birth
3. Where does the service get my information from?
The personal information we collect about you can come from a variety of different sources as listed below:
Information provided directly by you for example on making your application
Information generated by us for example when we process your application
Information from the Department for Work and Pensions (DWP) to verify your income.
4. What we will do with your personal information?
We will use this personal information to administer the CTR scheme. This may include any of the following:
Assess your application
Verify the information you have provided on your application
Notify Council Tax of the reduction so that it can be applied to your council tax account.
Review your entitlement when appropriate
Send you correspondence
Communicate with you on behalf of Welsh Government for various initiatives (for example The Winter Fuel Support Scheme etc)
5. What is the legal basis for the use of this information?
Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.
Our lawful basis for processing this information for the above purposes is:
To undertake our official statutory duties and to satisfy our legal obligations under the following legislation:
In some circumstances, we will be required to process information regarding an individual’s health. This is classified as special category data and will be processed as part of our legal obligation under the following legislation:
Disabled Persons Relief (statutory authority - The Council Tax (Reductions for Disabilities) Regulations 1992)
Exemption/Disregard for severely mentally impaired (statutory authority - The Council Tax (Exempt Dwellings) Order 1992; The Council Tax (Discount Disregards) Order 1992)
Exemption/Disregard for residents of care & nursing homes (statutory authority - The Council Tax (Exempt Dwellings) Order 1992; The Council Tax (Discount Disregards) Order 1992)
Exemption/Disregard for care providers (statutory authority - The Council Tax (Exempt Dwellings) Order 1992; The Council Tax (Discount Disregards) Order 1992)
6. Does the service share my personal information with any other organisation?
From time to time, we will share your personal information with advisers and service providers so that they can help us carry out our duties, rights and discretions in relation to CTR. These may include:
Internal Council Services such as:
Government agencies and organisations such as:
Trusted third party suppliers and organisations who provide services on our behalf:
Printing companies – (currently MPS Ltd) to print, pack and post council tax documents.
Software provider – (currently Capita Software Services Ltd) to maintain our council tax systems.
Data analysis – (currently Datatank Ltd) – for purposes of reviewing entitlement to discounts and reliefs
7. How long will my information be kept?
We will keep your personal information for 7 years for CTR administration purposes and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period.
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.
View further details on your information rights and how to exercise them.
9. Contact us
If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:
By email : firstname.lastname@example.org
By telephone : 01443 425002
In writing : Financial Services Division, Ty Bronwydd, Porth, CF39 9DL