Privacy notice for Income Management

What do we use the information for?

Income Management collects, processes and holds your personal information in order to provide our services effectively. These include:

  • Council tax

  • Business rates

  • Council rents

  • Sundry debtors

  • Housing benefit overpayments

  • Parking fines

  • Registration and celebratory services

  • All other miscellaneous income.

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 address, telephone number)

  • Liable parties information, for business rates or other services, who are not resident within the East Riding of Yorkshire

  • Details of parking notices issued (such as vehicle registration, nature of notice and location).

On what grounds do we use the information?

Income Management collect and lawfully process your personal information under the following:

  • Local Government Finance Act 1988 and 1992
  • Council Tax (Administration & Enforcement) Regulations 1992
  • Non-Domestic Rating (Collection & Enforcement) (Local Lists) Regulations 1989
  • Housing Benefit Regulations 2006 (inc Pension Credit)
  • Council Tax Benefit Regulations 2006
  • Housing Benefit (Recovery of Overpayments) Regulations 1997
  • Local Government Act 1972
  • Account and Audit Regulations 2011
  • Harbours Act 1964
  • Late Payment of Commercial Debt Regulations 2002.

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)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
  • 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 may collect information in the following ways:

  • Paper, electronic or online forms
  • CCTV
  • Use of audio monitoring equipment
  • Email
  • Telephone
  • Face-to-face, with one of our employees, or one of our partners
  • From third-party sources who have a duty to share information to enable us to meet our statutory obligations (including the police, HM Revenues and Customs, Immigration Services and other local authorities).

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 the Police, other local authorities, Cabinet Office (Fraud and Error, Debt and Grants Team), the Department for Work and Pensions, Her Majesty’s Revenues and Customs, the Valuation Office Agency, Her Majesty’s Court Tribunal Service, the Office for National Statistics, debt advice providers and external organisations such as enforcement agencies Jacobs Enforcement, Newlyn PLC, Rundle and Co Ltd, Dukes Bailiffs Ltd, Marston (Holdings Ltd) and insolvency practitioner companies Wilkin Chapman, Horsfields and DWF Legal.

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.

To enable the income management team to carry out their functions, they use a housing system called ActiveH which is supplied by MIS-Active Management Systems Limited.

MIS-Active Management Systems Limited (external website)

How long do we store it and is it secure?

Income management has a retention schedule 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 of the rights you could have are outlined on the data protection rights page.

In most cases, people who have been involved with income management will have the following rights:

  • The right to access - you are entitled to see the information we hold about you

  • The right to rectification - we will amend the information accordingly, if any information the service holds 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.

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