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Creditor (Payments) Privacy Notice

How we use your personal information for Creditor (Payments) 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 Creditor (Payments) purposes which we collect and process in order to manage the employment relationship.  This information should be read in conjunction with the Council’s corporate privacy notice

1. Who we are, what we do

As the Payments section of the Council, we collect and hold certain information about you which we use to process and administer your supplier payments.  This includes the need to process your information to contact you and calculate the payment due to you for the work undertaken.   

If you fall under the Construction Industry Scheme (CIS), your information is also used to calculate and pay over tax to HMRC, on your behalf.

Further information about how we use your personal data is provided below.

2. What and whose personal information we hold?

We hold  information about suppliers.

The types of information we hold and process will typically include:

  • Name, address, telephone number and email address
  • Identifying details, including VAT number, national insurance number and Unique Tax Reference (UTR) number
  • Details of your bank or building society account
  • Payment information including VAT

3. Where does the service get my information from? 

We obtain some of this personal information directly from you, for example, change of address or bank/building society account details as and when these occur.

Other information is provided by Council departments when requesting the set up of a new supplier and the creditor creation form is completed by the department using information you have provided to the engaging department.  

  •   Personal information to include, name, address, email address and National Insurance number

4. What we will do with your personal information?

We will use the personal information:

  •   To make a payment to you as per the invoice
  •   To pay your taxes over to HMRC if part of CIS
  •   To comply with legal obligations

From  time to time, we will share your personal information with other government bodies such as the Department for Work & Pensions (DWP) in order to comply with our legal obligations, for example to comply with the National Fraud Initiative (NFI).

5. What is the legal basis for the use of this information?

We need to process your data in order to make a payment to you for the work undertaken.

In some cases, we need to process your personal data to ensure we are complying with our legal obligations.  For example, to deduct tax.  Your personal information will generally be one of the following:

  •   We need to process your personal information to make a payment to you
  •   We need to process your personal information to satisfy our legal obligations with HMRC

6. Does the service share my personal information with any other organisation?

In order for the service to undertake its duties, we may need to share your personal data with third parties. For example, we have a legal obligation to share your personal information with HMRC if you are part of the CIS for tax purposes. Other organisations we share with include:

Other Council departments:

  •   Finance
  •   Audit
  •   Procurement

 Other organisations:

  •   External Auditor
  •   The Cabinet Office, for the purpose of the National Fraud Initiative
  •   Printing company, Mail and Print Services (MPS)

We may also share your personal information with third parties that process data on our behalf, such as trusted software suppliers, for example CIVICA Financials and AP Forensics.

7. How long will my information be kept? 

We will only keep your information for as long as we need it to administer payments, 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.  In practice, this means that your personal information may be retained for as long as you provide services to the Council.   

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 :

By telephone: 01443 680302, 680390, 680572, 680502

In writing: RCTCBC, Payments Section, Oldway House, Porth Street, Porth, CF39 9ST