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Privacy notice for business rates

What do we use the information for?

We use personal information to bill, collect and recover business rates on behalf of central government under the Local Government Finance Act 1992.

What information do we hold and use?

We collect and process the following information:

  • liable party
  • addresses
  • company status
  • owners of premises
  • email addresses and telephone number
  • bank details for customers paying by direct debit.

 

On what grounds do we use the information?

We use this information to bill and collect business rates under the provisions of Section 35 (2) of The Local Government Finance Act 1988.

Processing of personal information is carried out in accordance with Article 6 of the EU GDPR.

How do we collect this information?

Information is collected as listed below:

  • online forms 
  • web enquiries from the council’s website
  • incoming correspondence such as letters, forms and/or applications for discounts, reviews and exemptions from customers and from landlords and developers
  • information received from council property inspectors 
  • other departments such as planning and economic development
  • information given to staff within customer service centres 
  • to our telephone contact team.

 

Who do we share your information with?

We never make your personal details available to companies outside East Riding of Yorkshire Council for marketing purposes, although our representatives may hold your data so that your details and/or order can be processed and/or account maintained.

Information held by benefits service is used by other departments of the East Riding of Yorkshire Council to enable them to undertake their statutory duties where the law allows it. We will not disclose with anyone else without appropriate permission, unless we have a legal reason to do so. For example disclosure may be necessary to prevent or detect crime.

We will obtain other information about you from third parties and give information to them to:

  • make sure the information is accurate 
  • prevent, detect and prosecute fraud 
  • protect public funds 
  • recover debts owed to the council.

We will match the information you provide with other information we hold about you whether provided to us by you, or anyone else. We may also obtain other information about you from third parties and give information to them to: 

  • make sure the information is accurate 
  • prevent, detect and prosecute fraud 
  • protect public funds.

We share information with:

  • our economic development and our planning departmen
  • departments to prevent and detect fraud  and to ensure we are billing the correct liable parties
  • the valuation office agency to ensure we bring properties into the ratings list and bill the correct liable party for business rates.

 

We  share information with Her Majesty’s Court Tribunal Service with regard to business rates cases which are proceeding and with external partners collecting debt owed to the council such as enforcement agent and insolvency practitioner companies.

We also share information with external companies we work in partnership with such as enforcement agents and insolvency practitioners who work on our behalf to secure payment of business rates debt. 

How long do we store it and is it secure?

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page. 

We retain information on our Northgate billing system indefinitely with regard to business rates liability, transactions, recovery action taken and notepads of conversations with our call team. Access to this system is controlled and all staff submit an annual declaration of interest in any business rates account. When an employee leaves the section access to this system is deleted.

We also retain data, forms and correspondence from customers as well as outgoing letters and forms generated by our electronic document management system ‘Information at Work’ – this data is held on the system for 7 years before being deleted.

Details of how we keep your information secure are available on the general privacy information 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 page.

In most cases, people who have been involved with  the assessment of care charges will have the following rights:

  • The right to access – You are entitled to see the information we hold about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk
  • The right to rectification – If you believe any information we hold about you to be incorrect, please email business.rates@eastriding.gov.uk and we will amend the information accordingly.
  • The right to restrict processing - Should you wish to limit how we use your data please email business.rates@eastriding.gov.uk with the reason for your request.
  • The right to object – If you wish to object about the way we use your personal information to bill, collect and recover Business Rates with the reason for your request.

Where can I find out more?

If you want 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.