Privacy notice for Business Rates

What do we use the information for?

Business rates collect, process and hold your personal and financial information in order to provide our services effectively.

To bill, collect and recover business rates.

We also use information to improve our services so that they are more appropriate to people’s requirements. We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

Personal information (such as full name)
Location data (such as full residential/business address)
Contact details (such as email address, telephone number)
Bank details for invoicing/payments
Information relating to company status and owner/s of premises.

On what grounds do we use the information?

Business rates collect and lawfully process your personal information under the following:

Section 35 (2) of the Local Government Finance Act 1988
Local Government Finance Act 1992

We process personal data for the following reasons:

GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
GDPR Article 6(1)(c) – processing is necessary for compliance with legal obligation to which the East Riding of Yorkshire Council is subject; and
GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the East Riding of Yorkshire Council.

How do we collect this information?

We collect information in the following ways:

Paper, electronic or online forms
Email Letter
Telephone
Face to face, with one of our employees, or one of our partners.

Who do we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including Her Majesty’s Court Tribunal Service for Business Rates, external organisations such as enforcement agents Jacobs Enforcement, Newlyn PLC, Rundle & Co, Dukes Bailiffs Ltd, Marston (Holdings) Ltd and insolvency practitioners Wilkin Chapman, DWF, Horsfields, the Valuation Office Agency, debt advice providers and other local authorities.

The reasons why we may share your data with other public bodies are as follows:

To protect public funds
To monitor and improve our performance and delivery of services
For the prevention and or detection of crime
Where necessary to protect individuals from the risk of harm or injury
Where otherwise permitted under the General Data Protection legislation.

We will only disclose your information if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

Business rates have retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.

For information on how long your information will be held visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All rights that you could have are outlined on the data protection rights page.

In most cases, people who have been involved with business rates will be covered by the following rights:

The right to access - you are entitled to see the information the service holds about you
The right to rectification - we will amend information accordingly, if any information we hold about you is incorrect
The right to restrict processing - you may wish to limit how we use your data
The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of you data for certain actions
The right to erasure/ right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.

To exercise any of your above rights, please visit the data protection rights page for more information.

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 16 November 2023.

eastriding.gov.uk

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