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Revenues and Benefits Privacy Notice

The UK Data Privacy legislation, give individuals the right to be informed about how organisations use their personal data. This information is provided in the form of a Privacy Notice.

Newark and Sherwood District Council is registered as a Data Controller under the Data Protection Act 2018 (registration number: Z4973840).

Who we are

The Revenue and Benefits service maintains the Council Tax and Business Rate accounts, applying any discounts and reliefs, along with recovering any unpaid debts to the Council. We also administer any claims for Housing Benefit and Council Tax Support for those residents who are struggling financially because they have a low income, are unemployed or in care.

The type of personal information we collect

We may collect and process the following information:

  • name
  • home address and mailing/forward address if different (plus previous address and move-in/move-out dates)
  • business address
  • telephone
  • email
  • date of birth
  • household information
  • details of occupancy or tenancy information
  • health information including disability
  • employment details
  • educational details (if applicable)
  • financial information

How we get the personal information and why we have it

We collect information by the following means:

  • online i.e. our website
  • via email
  • over the telephone
  • by paper correspondence
  • in person (face-to-face)
  • information from other Council Departments
  • information provided by employer, educational institutions and landlord/letting agencies

How we use the information

We use the information that you have given us for:

  • creating and maintaining a Council Tax or Business Rates account, such as applying discounts, disregards, reliefs and exemptions
  • recovering outstanding Council Tax or Business Rates debts
  • processing a claim for Housing Benefit, Council Tax Support, Discretionary Housing Payments and/or Discretionary Hardship award
  • recovering overpaid Housing Benefit
  • recovering other monies owed to the Council
  • processing any Business Grants in accordance with Government requirements
  • validating your bank account details for accuracy and the prevention of fraud
  • protect public funds, including the prevention and detection of crime or fraud

Who we may share your information with

We may share this information with:

  • Department for Work and Pensions
  • The Cabinet Office (NFI – National Fraud Initiative)
  • Her Majesty’s Revenue & Customs
  • Ministry of Housing, Communities and Local Government
  • Valuation Office Agency
  • Her Majesty’s Tribunal Service
  • Office of National Statistics
  • Local Government Ombudsman
  • Police Force / Probation Service
  • enforcement agencies
  • credit reference agencies
  • external auditors
  • other Local Authorities
  • internal Council business units
  • other organisations we use to assist us in providing our services e.g. print services

The law we use to process your personal information

We need to process your data in order to ensure that the services we are providing meet our statutory and legal obligations, are fit for purpose, efficient and effective. Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the lawful bases we rely on for processing this information are:

  • we need it to perform a public task
  • we have a legitimate interest
  • Local Government Finance Act 1992 (and subsequent amendments)
  • Housing Benefit Regulations 2006, Housing Benefit (State Pension Credit) Regulations 2006
  • Housing Benefit and Council Tax Benefit (Decisions and Appeals) Regulations 2001
  • Housing Benefit and Council Tax Benefit (Consequential Provisions) Regulations 2006
  • Discretionary Financial Assistance Regulations 2001
  • Rent Officers (Housing Benefit Functions) Order 1997
  • Social Security (Information-sharing in relation to Welfare Services etc.) Regulations 2012
  • Welfare Reform Act 2007 & 2012, Localism Act 2011)
  • Taking Control of Goods Act 2013
  • Tribunal, Courts and Enforcement Act 2007
  • Data Protection Act 2018

How we store and how long we keep information about you

Your information is securely stored.

We will hold your personal information in line with the Council’s retention schedule. At its expiry date the information will be reviewed, and only retained where there is an ongoing requirement to retain for a statutory or legal purpose. Following this your personal information will be securely destroyed. For details of retention time frames please contact privacy@newark-sherwooddc.gov.uk 

Your data protection rights

Under data protection law, you have rights including:

  • your right of access - you have the right to ask us for copies of your personal information
  • your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
  • your right to erasure - you have the right to ask us to erase your personal information in certain circumstances. We may not be able to agree to erasure, if this occurs we will explain why your request has not been actioned
  • your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances, for example, if you think we are processing your data unlawfully, you can request that any processing is suspended whilst this is investigated
  • your right to object to processing - you have the the right to object to the processing of your personal information in certain circumstances
  • your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at privacy@newark-sherwooddc.gov.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at privacy@newark-sherwooddc.gov.uk    

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website