Finance

Why we’re collecting your data

We are collecting your data for the purpose of making payments to you and receiving payments from you. The information collected from you will vary depending on the nature of the service. Our processing activity may include:

• Processing BACS payments, direct debits and purchasing card transactions
• Raising invoices for chargeable services provided by the council
• Collecting outstanding debts for the council and on behalf of third parties who have contracted a service from us
• Paying invoices from suppliers for goods or services received by the council
• Fraud prevention and detection, including the National Fraud Initiative

Making Payments to the Council

We collect personal information to process statutory payments such as Council Tax or Business Rates, to collect payment for services we have provided to you and to recover overpayments. Depending on the type of payment, your information may be collected in one of the following ways:

• Card payments made online using the Payments page of the council website.
• Over the telephone by using the Automated Payment Line or by speaking to a council officer.
• By completing a Direct Debit Mandate or setting up a Standing Order.
• Paying by BACS or Faster Payments.
• Paying by PayPoint.

Receiving Payments from the Council

It is necessary for the council to collect your personal information to set up a creditor account to make payment to you if you have supplied us with goods or services or we need to pay you to fulfil a statutory duty. If you have overpaid us your bank account details will be needed for us to refund you.

Our Legal Basis for collecting your Data

Section 151 of the Local Government Act 1972 requires local authorities to make arrangements for the proper administration of their financial affairs. We have a lawful basis for processing information where it is necessary to comply with a legal obligation or the performance of a contract or to perform our official duties and public tasks. This is in accordance with Articles of the General Data Protection Regulation:

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

What Data We Collect From You

The type of personal information collected from you is as follows:

• Contact details, including name, address, email address, telephone number
• Proof of identity
• National Insurance numbers
• Bank account details for the purposes of receiving or making payments

We do not collect Special Category Data but we may hold information about health and care needs so we can bill for care services.

Who we share your data with

We share information with a range of organisations depending on the service being provided and the statutory requirements we have to comply with. We only share information where it is necessary and appropriate to do so and we ensure it is used safely and securely. Your data may be shared with: 

• Other council departments, other councils and local government organisations;
• Other central government organisations and statutory bodies, such as the Department for Work and Pensions, HM Revenue and Customs, HM Courts and Tribunals Service, the Cabinet Office; the Office for National Statistics;
• Ombudsman and regulatory authorities;
• Third parties commissioned by the council or customers to process data or provide goods and services, including contractors, enforcement agents and IT software providers;
• Banks;
• Debt collection and tracing agencies;
• The Insolvency Service and Insolvency Practitioners;
• Law enforcement and fraud prevention agencies and prosecuting authorities;
• The Council operates shared services between Redditch Borough and Bromsgrove District Councils. We may share your information to provide services.

There are other specific situations where we may be required to disclose information about you, such as:

• Where we are required to provide the information by law
• Where disclosing the information is required to prevent or detect a crime, including fraud
• Where disclosure is in the vital interests of the person concerned

How Long We Will Keep Your Data

We will not keep your data for longer than is necessary, subject to any legal obligations we have to retain the data. These will vary according to the services you are involved with and the lawful basis for processing within those services. Your information will be held in accordance with the Council’s corporate retention schedule.