© South Ribble Borough Council 2019


Privacy Notice (Fair Processing Notice)

How South Ribble Borough Council uses your information

South Ribble Borough Council (the council) is registered as a ‘data controller’ under the Data Protection Act 1998 as we collect and process personal information about you. We process and hold your information in order to provide public services. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, CCTV or by a member of our staff, or one of our partners.

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

The council will use your information in accordance with the Data Protection Act 1998.

We will share your information where we have any legal obligation to do so, or where we believe that by doing so we can provide you with a better standard of service.

Specifically we will use your information:

1. For all legitimate purposes relating to law enforcement, regulatory activity, licensing, criminal prosecutions and court proceedings - we will use all information held by us in order to undertake those functions efficiently and effectively and in appropriate circumstances may share this information with other public bodies for these purposes

2. For all uses of information relating to situations where you owe money to the council or where we are paying you money or you are claiming grants, housing or council tax benefits. Your personal information (other than just your name, address, dates of occupancy etc.) will be kept secure and used only for that range of purposes (and for those stated at 1. above and data matching purposes). By doing so we are able to:

o provide you with a better level of service, ensuring that our information about you is accurate and up to date
o ensure that public (taxpayers) money is spent wisely and efficiently
o avoid people being paid money to which they are not entitled
o avoid having to ask people to pay money back when it has been paid to them incorrectly
o reduce fraud and crime generally

3. For other functions and services of the council (listed below) we will seek to ensure that your name, address, date of occupancy etc., are used intelligently, in order that we treat you as our customer and provide better and more efficient services to you. It is important to us that we co-ordinate what we do for you properly. As a result, when you tell us that you are moving address or changing your name, we will try and make it as easy as we can for you. We will try to keep all of our records up to date with your name and address details. The services referred to are:
o Customer Services
o Housing
o Leisure
o Revenues and benefits
o Neighbourhoods & Street scene
o Planning and Environmental Health
o Electoral roll

4. The council has a duty to protect public funds and may use the information you have provided or share it with other bodies for the purpose of preventing and detecting fraud. This includes taking part in data matching exercises. The Cabinet Office is responsible for auditing our accounts and carries out a data matching exercise.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerized data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.

We participate in the Cabinet Office’s National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise.

The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.  Data matching by the Cabinet Office is subject to a Code of Practice, this Code of Practice along with other information relating to the National Fraud Initiative can be found here.

For further information on data matching and Information held at this authority contact the ICT Manager.