Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Council Tax
Introduction
This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of Council Tax.
Whilst we have tried to make this privacy notice as clear and concise as possible, the categories of personal data we process may vary, should you require further information relating to Council Tax please do not hesitate to contact us using the contact information below.
This notice should be read in conjunction with;
The Data Controller
The Council is the data controller for the personal data processed for the purposes of Council Tax.
The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.
Queries relating to this privacy notice
If you have any questions or queries relating to this privacy notice please contact the Council Tax department in the following ways:
By email : revenues@rctcbc.gov.uk
By telephone : 01443 425002
In writing : Financial Services, Oldway House, Porth, CF39 9ST
Who we are what we do
As the Billing Authority for Council Tax, we hold certain information about you, which we use to administer and collect Council Tax. This includes the need to process your information to contact you, to calculate your liability, to collect payments and recover any overdue council tax from you. Further information about how we use your personal data is provided below
Whose personal data we process
We may process personal data relating to the following individuals for Council Tax Purposes
- Past and present individuals liable to pay Council Tax
- Dependents of the individuals liable to pay Council Tax
The categories of personal data we process
We may process the following categories of personal data to administer Council Tax:
- Contact details, including name, address, telephone number and email address
- Financial details such as bank account number if paying by direct debit
- Unique identifiers such as Council Tax reference number
- Information about your family, such as dependents, where status discounts and exemptions are applied.
- Information about your health, where a reduction is applied due to a disability.
- Information about your employment and entitlement to benefits, in the event of debt recovery through a Magistrates Court Liability Order.
- Information about any periods where you may have been detained in custody, or under the Mental Health Act, to apply a discount or exemption.
Why we process the personal data
We process the personal data to administer Council Tax. This may include but is not limited to the following activities;
- To send Council Tax demand notices & payment reminders , this could be by letter, text or email.
- Process any discounts or exemptions that you may apply for, for example Single Person Discount, student exemptions.
- Process payments i.e direct debit, card/cash payments
- Recover any monies owed in line with our legal powers, e.g. to take you to court or refer debts to enforcement agents for collection
- Deduct payments direct from your employer or social security benefit where we have a court order to do so.
- Deal with complaints or concerns
- Identify and detect fraud
- Communication with you on behalf of Welsh Government for various inititaives e.g. Cost of Living Support Scheme, The Winter Fuel Support Scheme etc
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Council Tax is
- Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
- Substantial public interest - Article 9 (2) (g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
- Article 10 / Data Protection Act 2018 Schedule 1, Part 2 (6)– Statutory and Government purposes.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Local Government Finance Act 1992
- The Council Tax Reductions for Disabilities Regulations 1992
- The Council Tax (Exempt Dwellings) Order 1992
- The Council Tax (Discount Disregards) Order 1992
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Directly from you, e.g. from an application form or through correspondence with us
- Other Government Agencies e.g. Department for Work & Pensions, Valuation Ofice Agency
- Trusted 3rd parties such as Citizens Advice
- Registered Social Landlords to advise if properties are occupied or vacant, for the accuracy of Council Tax records.
- Schools, Colleges and Universities
- Your GP
- Other Council departments such as Housing Benefit, Electoral Registration etc
- Members of the public
Who we share personal data with
We may share the personal data with the following key organisations for Council Tax purposes.
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose
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Who
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Purpose
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Internal Council departments (e.g.)
- Electoral Registration
- Housing Benefits
- Community & Children Services
- Registrars
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- To confirm residency details
- To assist in the administration of a Housing Benefit award
- To verify residency for financial support i.e child care
- To share information on those recently deceased
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Government Agencies and Organisations (e.g)
- Her Majesties Court & Tribunal Service
- Valuation Tribunal for Wales
- DWP
- The Cabinet Office
- Office of National Statistics
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- Recovery of unpaid Council Tax
- To maintain the property evaluation list
- National Fraud Initiative
- Statistical and Research purposes
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Tracing Bureau
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Banking Automated Clearing Service (BACS)
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- To administer direct debit instructions and payments
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Enforcement Agencies
- Andrew James Enforcement
- Marston Recorvery
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- Recovery of unpaid debt and enforce court orders in relation to unpaid debt
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Solicitors
- Greenhalgh Kerr Ltd
- Wlikins Chapman llp
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- To provide legal expertise and recovery of unpaid debt
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Data Analysis
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- To complete financial / residency checks as part of council tax discount reviews
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Employers
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Telsolutions
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- To try and recover outstanding debt on our behalf
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Civica
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- Processing of council tax data, reviews of discounts and recovery of council tax debt
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Data Processors
A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.
The categories of data processors we use for the purpose of [enter purpose] is/are;
- IT System Providers
- Printing Companies
- Telecommunications companies
- Local Government specialist contractors
How long we retain the personal data
We retain the personal data contained within Council Tax records for:
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Length of time
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Reason
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Council Tax Data is retained for 7 years
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In line with retention schedule
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In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period Information that has no long term or evidential value is routinely destroyed in the normal course of business.
Your data protection rights
The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.
Click here for further information on your information rights and how to exercise them.
Your right to make a data protection complaint to the Council
You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.
You can do this by contacting Council Tax directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : revenues@rctcbc.gov.uk
By telephone : 01443 425002
In writing : Financial Services, Oldway House, Porth, CF39 9ST
Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.
Your right to make a data protection complaint to the ICO
You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.
The ICO can be contacted:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk