Below you will find what personal information is processed by us and who we might share it with.
For further information on data protection, including your rights under the General Data Protection Regulation, please see our privacy policy.
Asset of community value
The reasons we use your data
We provide an asset of community value right to nominate and bid (ACV) service which enables qualifying community interest groups to nominate local land or buildings to be included in our list of assets of community value.
When a listed asset is to be sold, community interest groups with a legal identity will have the opportunity to make a bid to buy the asset on the open market.
We need to collect your personal information to administer this service.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Land Registration Rules 2003
- Localism Act 2011
- Assets of Community Value (England) Regulations 2012
Categories of Personal Data being processed
Name, address, email address, contact number, evidence of the validity of a nomination for example addresses of registered electors who make up an unincorporated body, as per the requirements of S89 of the 2011 Localism Act.
Information pertaining to why an asset should be listed as an Asset of Community Value and any documentation received as evidence as part of such a nomination.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant council departments
- Councillors
- Owners of the land and their legal advisors
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
When computers make any decisions about you
Not applicable.
Benefits
The reasons we use your data
Your information will be used to enable us to assess your entitlement to housing benefit and/or council tax support, discretionary housing payment and to recover overpaid housing benefit.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Social Security Administration Act
- The Housing Benefit Regulations
- The Fraud Act.
- Local Government Finance Act 1992
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, bank details, NI number, income and capital, details of people who live with you and details of how much rent you pay and who your landlord is.
Special categories of personal data being processed
- Ethnic origin
- Health (mental or physical)
- Sexual life or sexual orientation
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Capita (data processor)
- Relevant council departments
- Other local authorities
- Government departments
- Enforcement agents
- County and magistrates courts
Data is also shared for the prevention and detection of crime, including fraud via the National Fraud Initiative.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Building control
The reasons we use your data
- To process applications for building regulation approval
- To process retrospective applications for building regulation approval
- To process requests for demolition of property
- To investigate reports of dangerous structures
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Building Act 1984
- Building Regulations 2010
- Building Safety Act 2022
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
- Name, address, contact telephone number and email of applicant and principal designers
- Card payments made via web form or taken over the phone
- Name, address and contact details of person reporting dangerous structure and dangerous structure owner details if known
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant Council Departments
- Hampshire Fire and Rescue
- Hampshire County Council
- Water Authorities
- Health and Safety Executive
- Contractors providing IT services
- Building Safety Regulator
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
C-19 Business grants
The reasons we use your data
The personal data provided is used to assess applications and administer COVID-19 business grants, including undertaking fraud and money laundering checks with Cifas and similar agencies.
The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity.
If fraud is detected, you could be refused certain services, finance, or employment.
Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found on the Cifas website.
Following further Government requirements to Local Authorities, please note that your information will also now be made available to the Dept for BEIS and retained on record by both the Government and Havant Borough Council for a period of 10 years to further assist in the prevention and detection of fraud.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Coronavirus (Covid-19) business support schemes.
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, business name, home address (if provided for business correspondence), email address (if provided for business correspondence) contact number, bank details, evidence of business tax/self-assessment returns or similar correspondence with HMRC.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Capita (as a data processor)
- Southern Internal Audit Partnership
- Cifas - and other similar fraud prevention agencies
- Central government and government appointed auditors
- Department for Business, Energy and Industrial Strategy (government body)
How long will your data be kept?
10 years following new guidance to local authorities.
Will your data be stored outside of the UK?
No.
When computers make any decisions about you
Not applicable.
CCTV
The reasons we use your data
- Security
- Prevention and detection of crime
- Public safety
- Disciplinary investigations
- Traffic management
- Buildings management
- Legal proceedings
- To protect life and property
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Criminal Justice and Public Order Act 1994
- The Crime and Disorder Act 1998
- The Protection of Freedoms Act 2012
- The Regulation of Investigatory Powers Act 2000
- The Localism Act 2011
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, telephone number, photographs and images, car number plates.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Other local authorities
- Police
- Judicial agencies
- Individuals and organisations undertaking legal or other proceedings
- Solicitors
- Insurance companies
- Regulators and investigatory bodies
- Enforcement agencies
- Contractors providing IT services
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Customer Services
The reasons we use your data
To deal with enquiries and service requests made via the council’s contact centre, web enquiries (emails), and in person to our reception.
This includes passing enquires and requests to the relevant council department and maintaining a Customer Relationship Management (CRM) system.
Why we are allowed to use your data
Depending on the contact, processing will be:
- Necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the council.
- Necessary for the performance of a contract (for example, if you sign up for garden waste collection)
- Legitimate Interest – for customer service requests recorded in the CRM
Categories of personal data being processed
- Name
- Address
- Email Address,
- Contact Number(s)
- Payment Information if making payment for services (e.g. Credit/Debit card details)
- Incident notes (depending on incident and requirement of specific council service)
- Recordings are made of calls into the contact centre.
Special categories of personal data being processed
No special category data is collected, unless it is provided by the customer in relation to a complaint or other issue which is being raised
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Capita (as Data Processor for specific services e.g. Council Tax, Benefits etc.)
- Norse (as Data Processor for specific services e.g. waste and recycling)
- Relevant Council Departments
- Hampshire County Council if the matter relates to a service the council does not provide
- Regulatory Bodies e.g. LGSCO, ICO etc.
Data is also shared for the prevention and detection of crime, including fraud via the NFI.
How long will your data be kept?
Please refer to our Retention Schedule which can be found at: -
http://www.havant.gov.uk/publication-scheme
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Communications and marketing
The reasons we use your data
- To deal with media enquiries
- Use of photographic images in council publications, our website and social media platforms
- To provide updates about online magazines
- Where customers have returned response forms from publications
- Use of videos on our website and social media platforms
- To send email bulletins via the council’s communication tool (Granicus)
- To deal with enquires raised from social media
Why we are allowed to use your data
The processing of personal data will be based on consent.
Personal data is provided to us so we can communicate with the borough (residents, businesses, councillors) and engage with a service (social media enquires).
For people in photos and videos, we obtain consent by using photo request forms. This gives us permission to use that photo or video in council publications, the website and social media platforms.
Categories of Personal Data being processed
Name, address, email address, contact number, images and videos of individuals.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant council departments
- Images may be used in publications, the website and social media platforms
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
Yes. Email addresses are stored on Granicus which is based in the US.
When computers make any decisions about you
Not applicable.
Community events
The reasons we use your data
- To undertake surveys in relation to events provided by the council.
- To process applications for events on council land
- To maintain a mailing list to advise of events taking place or any changes to the event application process.
- For events provided or supported by the council, including the kite-surfing festival
- For the purposes of inward investment
Why we are allowed to use your data
Most of the processing will be based on consent.
Personal data collected for events on council land will be necessary for the performance of a contract.
Categories of personal data being processed
Name, address and contact number.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant council departments.
- Members of the safety advisory group
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Community – healthy communities
The reasons we use your data
- To undertake consultations and surveys
- To provide health initiatives, such as walk into health and couch to 5k running course
- To provide safeguarding and first aid courses
- To provide coach/club workshops and seminars
- To undertake a leisure and recreation needs assessment
- To provide an online booking process as part of Sports England ‘Get Up and Go initiative’
Why we are allowed to use your data
Local authorities have a duty to promote healthy lifestyles.
The processing of personal data for the functions listed above will be necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the council.
Categories of Personal Data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Medical information may be collected if relevant in relation to sports and fitness activities.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Personal data will be shared with the sports or course providers.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
Get Up and Go booking system held outside of the UK.
All other data held in the UK.
When computers make any decisions about you
Not applicable.
Community safety – anti-social behaviour
The reasons we use your data
- For the investigation, enforcement and resolution of anti-social behaviour cases, complaints and incidents
- Sharing of information via Safetynet
- To make referrals on safeguarding concerns
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Police and Crime Act 2014
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, date of birth.
Special categories of personal data being processed
- Ethnicity
- Health/medical information
- Sexual orientation
- Criminal offences/convictions
Lawful basis for processing special category data
Substantial public interest
Who else might we share your data with?
- Relevant council departments
- Police and other emergency services
- Housing associations
- Private landlords
- Public Health England
- Clinical commissioning bodies
- Probation services
- Adult and children social services
- Education governing bodies
- Youth offending services
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Community Team – ‘Your Goal’ - Last updated January 2023
The reasons we use your data
As part of the government funding from Ministry of Justice, Havant Borough Council is required to monitor and evaluate the scheme. This will include a member of the Community Team attending sessions e.g., so as to provide an evaluation on the success of the scheme to Ministry of Justice.
Why we are allowed to use your data
The processing of personal data is necessary for the performance of a task carried out in the public interest as a requirement of the funding.
Categories of Personal Data being processed
Name.
Address.
Date of Birth.
Contact Details.
Gender.
If registered Disabled.
Special categories of personal data being processed
Substantial Public Interest.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
The Charity - StreetGames UK – as the funding provider.
How long will your data be kept?
12 months maximum from the start date of the programme.
Will your data be stored outside of the UK?
No.
When computers make any decisions about you
Not applicable.
Community – Youth Engagement
The reasons we use your data
To engage with 16-24 year olds on how they would like youth projects to be shaped and identify service provision across areas.
Why we are allowed to use your data
You have given us your consent.
Categories of Personal Data being processed
- Name
- Age
- Postcode
- Email Address
- Contact phone number
Special Categories of Personal Data being Processed (if applicable)
- N/A
Lawful Basis for Processing Special Category Data
- N/A
Who else might we share your data with?
- No-one
How long will your data be kept?
Data will be deleted once the consultation has completed.
Will your data be stored outside of the UK?
No.
When computers make any decisions about you
Not Applicable.
Last updated
30 May 2023
Democratic services
The reasons we use your data
- Councillors details for acceptance of office
- To enable public engagement in the democratic process by holding details of the public for petitions, questions, those wishing to address a committee
- Planning and licensing committee publish personal details on committee agendas
- Webcast at meetings, legal requirement to allow filming and for the public record
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Local Government Act 1972
- The Localism Act 2011
- Relevant authorities (disclosable pecuniary interests) Regulations 2012
- Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Equalities information for Councillors (will not be publicly shared).
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Councillors details are publicly available by law, subject to exemptions
- Petitioners and questioners’ details may be shared with the relevant service to enable an appropriate response to be provided
- The press
- Council staff
- Other councillors
- Contractors providing IT services
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
ECO flexible eligibility
The reasons we use your data
To assess your ECO flexible eligibility.
Why we are allowed to use your data
With your consent: -
The Energy Company Obligation (ECO) is an obligation on energy suppliers aimed at helping households cut their energy bills and reduce carbon emissions by installing energy saving measures. Under the ECO Amendment order 2017, participating Local Authorities have a legislative requirement to issue a Statement of Intent (SOI) which defines qualifying criteria. In order to determine if households qualify for assistance, under the terms of the SOI, consent for the use of personal and sensitive category data must be provided by the resident.
If you change your mind before any installation is completed, you can withdraw from the ECO scheme by contacting your referring contractor, who will instruct the council to delete your information. Please note that once your energy efficiency has been installed you are unable to withdraw your consent for your data being shared under this scheme.
Categories of personal data being processed
Personal data will be collected on behalf of the council to declare low income and vulnerability to the cold will include: -
Name, address, email address and proof of benefits and income.
Documentation collected will be limited to information supporting your eligibility for the scheme.
Special categories of personal data being processed
Proof of health-related issues.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant obligated energy supplier
- DWP
- HMRC
- OFGEM
- BEIS for audit purposes
- Other relevant organisations to protect public funds and prevent fraud
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Electoral services
The reasons we use your data
- To maintain the electoral register
- To run elections
- To employ casual staff to run elections
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Local Government Act 1972, 2000
- The Representation of the Peoples Act 1983
- The Immigration Act 2016
- The Equality Act 2010
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
- Name
- Address
- Contact Details
- National Insurance Number
- Date of Birth
- Passport Number
- Signature
- Photographs
Special categories of personal data being processed
- Information pertaining to the registration of anonymous electors.
- Nationality
Lawful basis for processing special category data
Substantial public interest
Who else might we share your data with?
- The electoral register is a public register and can be inspected by the public
- The open version of the electoral register can be sold to third parties
- The Police and other crime enforcement agencies
- Political Parties
- Elected Members and MPs (as your representative)
- Electoral Commission
- HM Courts and Tribunal Services
- Contracted printers (to print poll cards, postal votes etc)
- Contractors providing IT Services
Data is also shared for the prevention and detection of crime, including fraud via the National Fraud Initiative.
How long will your data be kept?
Please refer to our Retention Schedule which can be found at: -
http://www.havant.gov.uk/publication-scheme
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental health – food poisoning
The reasons we use your data
Personal data is processed by the council under a statutory function:
- covering the investigation of infectious diseases and food poisoning notifications and allegations
- to identify the cause and prevent spread
Why we are allowed to use your data
Legal obligation, public task and performance of a contract under various UK laws including but not limited to:
- Public Health (Control of Disease) Act 1984
- Health Protection (Pt 2a Orders) Regulations 2010
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, date of birth, employment details, medical information, signature and details of other family members.
Special categories of personal data being processed
Medical information.
Lawful basis for processing special category data
Public health.
Who else might we share your data with?
- Relevant council departments
- Food standards agency
- Other local authorities
- Public Health England
- Legal representatives
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental health – food premises
The reasons we use your data
Personal data is processed by the council under a statutory function covering:
- maintenance of food premises register
- the investigation, inspection, monitoring and enforcement of food premises
This includes re-inspections carried out at the request of the food premises.
Why we are allowed to use your data
Legal obligation, public task and performance of a contract under various UK laws including but not limited to: -
- Food Safety Act 1990
- Regulations (EC) No. 852/2004, Food Safety & Hygiene (England) Regulations 2013
- Health & Safety at Work Act 1974
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, financial information and signature.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant council departments
- Other local authorities
- Health and safety executive
- Food standards agency
- Public Health England
- Legal representatives
- Public register
- Government departments
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental health – food safety
The reasons we use your data
To process the following in relation to practices and procedures of food businesses:
- enquiries and requests for advice
- complaints and Investigations
- service delivery
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Food Safety Act 1990
- Regulations (EC) No. 852/2004, Food Safety & Hygiene (England) Regulations 2013
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Medical information.
Lawful basis for processing special category data
Public health.
Who else might we share your data with?
- Relevant council departments
- Food standards agency
- Other local authorities
- Public Health England
- Food businesses (with complainant authorisation)
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental health - health and safety
The reasons we use your data
To process the following in relation to practices and procedures of businesses:
- Enquiries and requests for advice
- Complaints and investigations
- Service delivery
- To investigate health and safety at work accidents
- Enforcement of reporting of injuries, diseases and dangerous occurrences regulations 2013
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to:
- Health and Safety at Work etc. Act 1974
- Reporting of injuries, diseases and dangerous occurrences regulations 2013
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number and date of birth.
Special categories of personal data being processed
Medical information (mental or physical).
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Regulatory authorities
- Public Health England
- Insurance companies
- Legal representatives
- Coroner’s court
- Other local authorities
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental health - licensing (acupuncture, piercing, tattooing and electrolysis)
The reasons we use your data
The personal data you provide is used to enable the council to process applications.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Local (Government Miscellaneous Provisions) Act 1982
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
- Name (trading name may also contain personal data)
- Address (business address may be your home address)
- Email address and contact numbers
- Registration reference numbers
- Signatures
- Bank account name, number and sort code
- Debit and credit card information
- Position held in business
- Trading name and address
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
We will share personal data because legislation says we are required do so. We may also share personal data with other organisations where they have a legal duty or responsibility to investigate complaints and offences.
Data could be shared with the following:
- The public - through public access register
- Other council departments - where committee papers are produced, as consultees or to assist when they are investigating complaints and offences under other legislation
- Councillors sitting on licensing committee
- Police
- Fire and Rescue Services - to assist in the investigation of complaints or offences
- Government departments
- Hampshire County Council
- Other local authorities
- HM Courts and tribunal service
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental protection – air quality
The reasons we use your data
To monitor air quality.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Environment Act 1995
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Medical information.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Police and other emergency services
- Other local authorities
- Other regulatory environmental departments
- Housing Associations and Landlords
- Public Health England and Health Practitioners
- DEFRA
- Legal advisors and representatives
- Utility companies and contractors
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental protection – complaints and nuisance
The reasons we use your data
- Process complaints
- To determine if an actionable nuisance
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Environmental Protection Act 1990
- Control of Pollution Act 1974
- Anti-Social Behaviour, Crime, and Policing Act 2014
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
- Medical information
- Disability information
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Police and other emergency services
- Other local authorities
- Other regulatory environmental departments
- Housing Associations and Landlords
- Public Health England and Health Practitioners
- Legal advisors and representatives
- Utility companies and contractors
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental protection – contaminated land
The reasons we use your data
To investigate contaminated land issues.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Section 78YA Environmental Protection Act 1990
- Section 57 Environment Act 1995 created Part 2A of the Environmental Protection Act 1990 (“Part 2A”) which establishes a legal framework for dealing with contaminated land in England.
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number and date of birth.
Special categories of personal data being processed
Medical information.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Police and other emergency services
- Other local authorities
- Other regulatory environmental departments
- Housing Associations and Landlords
- Public Health England and Health Practitioners
- Legal advisors and representatives
- Utility companies and contractors
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental protection – land use consultation
The reasons we use your data
To provide advice and guidance on planning applications and other land use decisions.
Why we are allowed to use your data
Public task under various UK laws including but not limited to: -
- Section 78YA Environmental Protection Act 1990
- Section 57 Environment Act 1995 created Part 2A of the Environmental Protection Act 1990 (Part 2A) which establishes a legal framework for dealing with contaminated land in England.
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Medical information.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Police and other emergency services
- Other local authorities
- Other regulatory environmental departments
- Housing Associations and Landlords
- Public Health England and Health Practitioners
- Legal advisors and representatives
- Utility companies and contractors
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Environmental protection - pollution prevention and control permits
The reasons we use your data
The personal data you provide is used to determine and monitor applications and activities relating to sites which require a permit for the control and prevention of pollution to the environment.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to:
- Pollution Prevention and Control Act 1999
- Environmental Permitting (England and Wales) Regulations 2016
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Health and medical information.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Police and other emergency services
- Other local authorities
- Other regulatory environmental departments
- Housing Associations and Landlords
- Public Health England and Health Practitioners
- Legal advisors and representatives
- Utility companies and contractors
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Exchequer
The reasons we use your data
To process payments and administer sundry debtor process.
Why we are allowed to use your data
To enable all council related activities to be processed on your behalf.
Categories of personal data being processed
As per other processing activities listed.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Data is not shared for core exchequer related functions.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Finance
The reasons we use your data
- To provide accountancy and financial services to council departments
- To record deposits, loans and contract payments owed to and from the council
- To record employees’ salaries for the purposes of setting annual budgets and council tax
- To assess your financial suitability as a commercial tenant
- To keep proper accounting records for inspection and future use
- To complete financial accounts and evidence our accounts to the external auditors
Why we are allowed to use your data
- We have a legal duty to keep proper and adequate financial records under the Accounts and Audit Regulations 2015.
- We are allowed to use your data in order to meet legal obligations and where it is necessary to perform a contract or other agreement with the Council.
- We are allowed to use your data where it is necessary for the performance of a task carried out in the public interest.
Categories of personal data being processed
Name of company or individual, address, email address, telephone number, amount of deposit, loan and payment received or made, bank details and credit references and payments made and received.
Special categories of personal data being processed
We hold County Court Judgement data which is used in our financial vetting reports.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Councillors
- Relevant council departments
- External auditors
Data is also shared for the prevention and detection of crime, including fraud via the National Fraud Initiative.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Grant Funding
The reasons we use your data
To assess your Expression of Interest and full Application for Grant Funding from UK Shared Prosperity fund and Havant Borough Council Reserves.
Why we are allowed to use your data
With your consent (as a prerequisite for the grant funding)
Categories of personal data being processed
Expression of Interest: -
- Name
- Address
- Email Address
- Contact Number(s)
Application
- Criminal Conviction Data
- Bank details if a sole trader
- Credit Referencing details
Special categories of personal data being processed
- Criminal Conviction Data
- Bank details if a sole trader
- Credit Referencing details
Lawful basis for processing special category data
With your consent (as a prerequisite for the grant funding)
Who else might we share your data with?
- Relevant Council Teams
- Relevant Councillors
How long will your data be kept?
For up to 3 years. This is the length of the monitoring period for the grant scheme.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Havant Town Centre Partnership Board
The reasons we use your data
- The purpose of the HTCPB is to lead in driving forward positive change in the town centre.
- The Partnership Board will work collaboratively with retailers, local businesses and the wider community to address some of the challenges currently facing Havant Town Centre.
Why we are allowed to use your data
- Name
- Email Address
- Contact Telephone Number(s)
Categories of Personal Data being processed
Not Applicable
Special categories of personal data being processed
Not Applicable
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Other HTCPB members
- Relevant Council Officers
How long will your data be kept?
- 6 months once someone steps down
Will your data be stored outside of the UK?
No
Will computers make any decisions about you?
Not Applicable
Last Updated
October 2023
Health and safety accidents, incidents & near misses investigation
The reasons we use your data
- To investigate accidents, incidents and near misses
- Enforcement of Reporting of injuries, Diseases and Dangerous Occurrences
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Health and Safety at Work Act 1974
- Management of Health and Safety Regulations 1999
- Reporting of injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR 2013)
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Information collected will relate to a variety of individuals e.g. Staff, Councillors, members of the public involved in or witness to events, children e.g. if they've been hurt
- Name
- Address
- Email Address
- Telephone Number
- Age or Date of Birth
- Gender
- Vehicle Registration (if applicable)
Special categories of personal data being processed (if applicable)
- Relevant health/medical history which may include disabilities and details of treatment to assist with our investigation.
Lawful basis for processing special category data
Substantial public interest and regulatory requirements
Who else might we share your data with?
- Relevant council departments
- Regulatory authorities e.g. HSE
- Government agencies e.g. UKHSA
- Insurance companies
- Legal representatives
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Housing services – homelessness and prevention services
The reasons we use your data
To assess and determine our statutory duties to prevent and relieve your homelessness.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Housing Act 1996
- Homeless Reduction Act 2017
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, date of birth, national insurance number, passport number, gender, marital status, dependants, financial circumstances and support needs.
Special categories of personal data being processed
- Race
- Ethnic origin (including nationality)
- Health (mental or physical)
- Sexual orientation
- Criminal convictions or offences
- Religion
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Other local authorities
- Landlords or accommodation providers
- Social services
- Health professionals
- Advocates/Citizens Advice
- Police
- Government agencies
With your agreement, we may also share information with your family/friends/support workers to help us assess and progress your request for housing assistance.
Your personal data may also be shared with the Ministry for Housing, Communities and Local Government (MHCLG) for the purpose of evaluating and researching homelessness nationally.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Housing services – housing register
The reasons we use your data
- To process your application for housing,
- Maintain the housing register
- Allocation of social housing through the Hampshire Home Choice based lettings scheme
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Housing Act 1996
- Homelessness Reduction Act 2017
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, date of birth, national insurance number, passport number, gender, marital status, dependants, financial circumstances and support needs.
Special categories of personal data being processed
- Race
- Ethnic origin (including nationality)
- Health (mental or physical)
- Sexual orientation
- Criminal convictions or offences
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
Information is shared with a number of local authorities, social landlords and support organisations as part of the Hampshire Home Choice based Lettings scheme.
Data may also be shared with: -
- Other local authorities
- Landlords or accommodation providers
- Social services
- Health professionals
- Advocates/Citizens Advice
- Housing support providers
- Police
- Government agencies
Data is also shared for the prevention and detection of crime, including fraud via the National Fraud initiative.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
HR recruitment and selection
The reasons we use your data
The personal data you provide is used to enable the council to process your employment application where there is a legitimate interest to fill a genuine vacancy which exists within the organisation This activity includes, but is not limited to;
- the recruitment, screening and assessment of prospective employees;
- activities relating to interviewing and selecting prospective employees (and maintaining related records
In addition, we also collect data to ensure we are complying with our legal requirements or to carry out activities which are in the legitimate interests of the council
- Equality monitoring
Why we are allowed to use your data
Performance of a contract
Legal obligation and public task under various UK laws including but not limited to: -
- The Employment Rights Act 1996
- The National Minimum Wage Act, 1998
- The Employment Relations Act, 1999
- Immigration, Asylum and Nationality Act 2006
- Immigration Act 1971 and 2016
- The Equality Act 2010
- The Public-Sector Equality Duty
- Protection of Children Act 1999
- Rehabilitation of Offenders Act 1974
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, national insurance number, date of birth, marital status, gender, right of work information, current and previous job history, training records and certificates, skills and experience and educational details.
Special categories of personal data being processed
- Disability
- Race
- Ethnic origin (including nationality)
- Religion
- Health (mental or physical)
- Sexual life or sexual orientation
- Criminal records and convictions
Lawful basis for processing special category data
- Exercising obligations and specific rights of the controller in the field of employment law
- Necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee
- You have given explicit consent to the processing
- You have already made the data public
Who else might we share your data with?
- Health agencies including occupational health providers
- Disclosure and barring service
- Internal audit
Relevant council staff where it is necessary for them to undertake their duties. This includes for example, recruiting managers and HR Team members supporting recruitment administration.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Information Governance
The reasons we use your data
To answer Freedom of Information, Environmental Information Regulation and Data Protection requests e.g. SARs, Subject Rights Requests and complaints
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Freedom of Information Act 2000
- Environmental Information Regulations 2004
- UK General Data Protection Regulations
- Data Protection Act 2018
- Human Rights Act 1998
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
- Name
- Contact Address (email or postal)
- Contact Number(s)
- Photograph (where proof of ID is required).
Special categories of personal data being processed
Data may be processed revealing racial or ethnic origin, religious beliefs, trade union membership and data concerning health
Lawful basis for processing special category data
Substantial Public Interest
Who else might we share your data with?
- Regulators E.g., ICO, LGSCO
- Relevant council staff
- Capita
- Data processors
How long will your data be kept?
Please refer to our Retention Schedule which can be found at: -
http://www.havant.gov.uk/publication-scheme
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Insurance
The reasons we use your data
To administer insurance claims
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to:
- Employers' Liability (Compulsory Insurance) Act 1969
- Road Traffic Act 1988
- The Localism Act 2011
In addition the Government put together a list of statutory duties of local authorities
Categories of Personal Data being processed
- Name
- Address
- Email address
- Telephone number
- Signature
- Date of Birth
Special categories of personal data being processed
- Medical Information
Lawful basis for processing special category data
Processing is necessary for the establishment, exercise or defence of legal claims
Who else might we share your data with?
- Relevant internal departments
- Insurers
How long will your data be kept?
Please refer to our Retention Schedule which can be found at:
http://www.havant.gov.uk/publication-scheme
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Internal Audit
The reasons we use your data
The Southern Internal Audit Partnership are contracted to provide an Internal Audit function to the council and use data the council collects across all its services to: -
- Enable the Chief Internal Auditor to provide assurance and an annual opinion on the council’s risk management, internal control and governance arrangements.
- Minimise the Council’s losses to fraud and error.
- To perform activities where we have a legal obligation to undertake.
Why we are allowed to use your data
The Southern Internal Audit Partnership are contracted to provide an Internal Audit function to the council and use data the council collects across all its services to:
- Enable the Chief Internal Auditor to provide assurance and an annual opinion on the council’s risk management, internal control and governance arrangements.
- Minimise the Council’s losses to fraud and error.
To perform activities where we have a legal obligation to undertake.
Categories of Personal Data being processed
- Customers
- Suppliers
- Staff
In line with the Accounts and Audit Regulations 2015 and the Council’s Financial Regulations (Part 3 - Section 0.19) “Internal Audit may require access to all records, documents and correspondence relating to any financial and other transaction of the Council.”
Special Categories of Personal Data being Processed (if applicable)
- Customers
- Suppliers
- Staff
In line with the Accounts and Audit Regulations 2015 and the Council’s Financial Regulations (Part 3 - Section 0.19) “Internal Audit may require access to all records, documents and correspondence relating to any financial and other transaction of the Council.”
Lawful Basis for Processing Special Category Data
Substantial Public Interest
Who else might we share your data with?
- The Cabinet Office
- Action Fraud
- Relevant Police Authorities
- Other Governmental/professional regulatory bodies
- Department for Work and Pensions
- External auditor
- Other local authorities
Per the SIAP Internal Audit Charter – “Internal auditors will treat the information they receive in carrying out their duties as confidential. There will be no unauthorised disclosure of information unless there is a legal or professional requirement to do so.”
How long will your data be kept?
Please refer to our Retention Schedule.
Will your data be stored outside of the UK?
Hosted within the EEA.
When computers make any decisions about you
Not applicable
IT services
The reasons we use your data
- To ensure secure access to IT and other software systems
- To process help calls, service requests, projects and other tasks to ensure staff and councillors can continue to work
Why we are allowed to use your data
To ensure that you can access information and systems required to perform your duties.
Categories of personal data being processed
Staff names.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- We share information with cloud service providers where they are contracted by the council to supply services
- We can also share information with government agencies where appropriate
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Legal services
The reasons we use your data
- To institute and/or defend legal proceedings
- To monitor Regulation of Investigatory Powers (RIPA) authorisations
- To comply with legislative requirements
- Pursuant to statutory powers
- In exercise of statutory powers
Why we are allowed to use your data
To enter into a contract or other agreement with the Council, Legal obligation and Public Task under various UK laws, areas of law / common law, including but not limited to:
- The Regulation of Investigatory Powers Act 2000
- Litigation
- Property
- Planning
- Environmental
- Licensing
- Commercial
- Local Government
- Judicial Review
In addition the Government put together a list of statutory duties of local authorities.
Categories of Personal Data being processed
- Name
- Address(es) e.g. Company, Billing or Delivery address
- Email Address(es) e.g. personal and/or company
- Contact Number
- NI Number
- Passport Number
- Date of Birth
- Photographs and Images
- Financial Information
- Information collected from third parties e.g. witness in a dispute, employment matters etc.
Special Categories of Personal Data being Processed (if applicable)
- Race
- Ethnic Origin (including Nationality)
- Politics
- Religion
- Trade Union Membership
- Health (mental or physical)
- Sexual life or sexual orientation
Lawful Basis for Processing Special Category Data
Substantial Public Interest
Who else might we share your data with?
- National Regulators E.g. Investigatory Powers Commissioner, LGO etc.
- The Courts, judges, Crown Prosecution Service, Employment Tribunals
- Barristers under legal professional privilege
- Legal Representative of other parties
- Third party experts such as counsel or medical experts;
- The Police and other crime enforcement agencies
- Other public authorities e.g. Councils, government departments (HMRC, DWP etc)
- Land Registry
- Companies House
- Debt Collectors
- Union Representatives
- Health and Safety Executive
- Elected Members and MPs (as your representative
- Suppliers & support services for example, document production, or IT service providers
How long will your data be kept?
Please refer to our Retention Schedule.
Will your data be stored outside of the UK?
No
When computers make any decisions about you
Not applicable
Licensing – alcohol, taxis, gambling and miscellaneous
The reasons we use your data
We use your personal data when you apply to the council for one of the following types of licence or permission:
- Premises
- Provisional Statement
- Temporary Event Notice
- Personal
- Club Gaming Permit or Club Machine Permit
- Club premises certificate
- Gaming Machine Permit
- Bingo premises
- Adult Gaming Centre
- Family Entertainment Centre
- Betting premises
- Temporary Use Notice
- Small Society Lottery
- Hackney Carriage/Private Hire Combined Driver
- Private Hire Vehicle
- Hackney Carriage Vehicle
- Private Hire Operator
- Street Trading Consent
- Scrap Metal (site and mobile)
- Pavement licences
- Tables and chairs licences
- Complaints regarding licensed activities
Maintain a Public Access Register and a register of Wheelchair Accessible Vehicles
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Licensing Act 2003
- Air Quality (Taxi and Private Hire Vehicles Database) (England and Wales) Regulations 2019
- Immigration Act 1971
- Immigration Act 2016
- Gambling Act 2005
- Town and Police Clauses Act 1847
- Local Government (Miscellaneous Provisions) Act 1976
- Taxis and Private Hire Vehicles (Disabled Persons) Act 2022
- Taxis and Private Hire Vehicles (Safeguarding and Road Safety) Act 2022
- Local Government (Miscellaneous Provisions) Act 1982 – Schedule 4
- Business and Planning Act 2020
- Highways Act 1980
- Scrap Metal Dealers Act 2013
- House to House Collections Act 1939
- Police, Factories etc (Miscellaneous Provisions) Act 1916
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
- Name (trading name, may also contain personal data)
- Address (business address, may be your home address)
- Email address and telephone numbers
- Date of birth
- Licence reference numbers
- Vehicle registration numbers
- Signature
- Bank details
- Debit and credit card information
- Position held in business
- Name, address and contact details of complainants
Special categories of personal data being processed
- Details of suspected criminal activity
- Details of convictions
- Medical information
- Biographical data
Lawful basis for processing special category data
- Substantial public Interest
Who else might we share your data with?
Where required or permitted under licensing legislation, and dependent on the type of licence, we may share data with:
- The Home Office
- Government Departments e.g. DWP, HMRC
- Department for Transport
- DEFRA
- Environment Agency
- Hampshire Police
- Hampshire Fire and Rescue
- Health and Safety Executive
- Hampshire County Council (child protection services, adult services, highways and trading standards)
- Relevant departments within the council, primarily Environmental Health, Planning
- Norse SE for Hackney Carriage/Private Hire vehicles
- Other local authorities
- Primary Care Trust
- Gambling Commission
- Parish and Town Councils
- The prevention and detection of fraud as part of the National Fraud initiative. The Cabinet Office requires councils to participate in data matching exercises for this purpose(NFI Privacy Notice)
- Local Government Association
- National Register of Taxi and Private Hire Licence Revocations and Refusals (NR3)
Where required licences will form part of a public register which will either be available to view on the council’s website or by visiting the Council Offices
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Last Updated - 1 February 2023.
View our full privacy notice.
Licensing - animals, pets and zoos
The reasons we use your data
We use your personal data when you apply to the council for one of the following types of licence:
- Dangerous Wild Animals
- Pet Shop
- Riding Establishment
- Zoo
- Animal Boarding establishment
- Dog Breeding
Maintain a Public Access Register.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to:
- Dangerous Wild Animals Act 1976
- Pet Animals Act 1951
- Riding Establishments Act 1964
- The Zoo Licensing Act 1981
- Animal Boarding Establishments Act 1963
- Breeding and Sale of Dogs (Welfare) Act 1999
- Breeding of Dogs Act 1973 and 1991 (as amended)
- Local Government (Miscellaneous Provisions) Act 1982 – schedule
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
- Name (trading name, may also contain personal data)
- Address (business address, may be your home address)
- Email address and telephone numbers
- Signature
- Bank details
- Debit and credit card information
- Position held in business
- Licence reference numbers
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
We will share personal data because legislation says we must do so.
We may also share personal data with other organisations where they have a legal duty or responsibility to investigate complaints and offences.
Data could be shared with the following:
- The general public - through public access register
- Other council departments - where committee papers are produced, as consultees or to assist when they are investigating complaints and offences under other legislation i.e. investigating breaches of planning law or benefit fraud
- Council members sitting on Licensing Board.
- Police, Trading Standards, Fire and Rescue Services - to assist in the investigation of complaints or offences
- His Majesty's Revenue and Customs to assist in the investigation of complaints or offences
- Department of Work and Pensions
- Hampshire County Council
- Other Local Authorities
- HM Courts and Tribunal Service
- Inspecting Vets
- Other agencies e.g. RSPCA
Where required licences will form part of a public register which will either be available to view on the council’s website or by visiting the council offices.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Licensing charitable collections
The reasons we use your data
The personal data you provide is used to enable the council to process licence applications.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- House to House Collections Act 1939
- Police, Factories, etc. (Miscellaneous Provisions) Act 1916
- Local Government Act 1972
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, licence reference numbers, date of birth and place of birth and signatures.
Special categories of personal data being processed
Criminal convictions and cautions.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
We will share personal data because legislation says we must do so. We may also share personal data with other organisations where they have a legal duty or responsibility to investigate complaints and offences.
Data could be shared with the following: -
- The Charity Commission on investigation of complaints or possible criminal offences
- The general public - on request and name only where that is the name of the charity
- Relevant council departments
- Councillors
- Police
- Government departments
- Hampshire County Council
- Other Local Authorities
- HM Courts and tribunal service
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Local land charges
The reasons we use your data
- To carry out local land charge searches on land and properties within the borough.
- To reveal charges in order to respond to Local Land Search requests.
- To maintain an accurate and up to date Local Land Charges Register
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Local Land Charges Act 1975
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address (and address of property being searched) , email address, contact number.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Capita (data processor)
- Relevant council departments
Data is also shared for the prevention and detection of crime, including fraud via the NFI.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Mayoral
The reasons we use your data
- We use your data to send out invitations to Mayoral events which include Remembrance Events, Civic Service Day
- We use your data to respond to engagement requests received for the mayor to attend events.
- We use your data to keep you informed of Mayoral activities.
Why we are allowed to use your data
Public task under various UK laws including but not limited to: -
- Local Government Act 1972
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
We hold personal data of the current and past mayor or mayoress, deputy mayor or mayoress, councillors, associations, schools, colleges, community centres and groups, churches and performance groups.
- Name
- Contact number(s)
- Vehicle details – if attending an event
- Event details which may include personal information (e.g. birthday, wedding anniversary)
Special categories of personal data being processed
Health data in connection to special requirements such accessibility and allergies e.g. if you are invited to attend an event
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
We may share your data with relevant Council Officers and Committee Members in relation to a specific event, show or concert.
How long will your data be kept?
Please refer to our Retention Schedule which can be found at: -
http://www.havant.gov.uk/publication-scheme
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Norse SE – allotments
The reasons we use your data
Norse SE manages allotments on behalf of Havant Borough Council:
- to keep a record of allotments holders
- to send invoices (annual fee)
Please see the Norse SE privacy notice.
Why we are allowed to use your data
Performance of a contract.
Categories of personal data being processed
Name, address, email address, contact number, allotment location and reference number.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Relevant council departments.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Norse SE – cemetery management
The reasons we use your data
Norse SE manages the cemetery management service on behalf of Havant Borough Council:
- to maintain records and register of all burials; including public health burials
- record and ownership details (grave purchases)
- to issue a deed in respect of a burial plot
- Norse SE provide and hold financial information on behalf of Havant Borough Council. This includes utilising financial details to resolve any payment disputes or provide a refund to settle your account in order to deliver the service
Register of burials is a permanent register.
Why we are allowed to use your data
Performance of a contract.
Legal obligation or public task under various UK laws including but not limited to: -
- The Localism Act 2011
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
The information collected from the enquirer contains the following:
- name (both deceased and deed holder)
- address (both deceased and deed holder)
- email address (deed holder)
- telephone number (deed holder)
- payment information (deed holder)
- death certificate
- coroners certificate
Special categories of personal data being processed
Religion (of deceased only).
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Relevant council departments
- Police
- NHS
- Funeral director
- Monumental sculptures and stone masons
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Norse SE - open spaces management
The reasons we use your data
The personal data you provide is used to enable the council to process your enquiry:
- in respect of the repair, removal or installation of council owned physical assets in the borough such as dog and litter bins, play areas and public benches
- in respect of trees and tree maintenance on council owned land neighbouring residents
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Localism Act 2011
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, photographs and images.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Relevant council departments.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Norse SE - play areas
The reasons we use your data
The personal data you provide is kept for the purposes of the recording accidents within the Havant Borough Council play areas and those maintained by the council’s contractor.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Localism Act 2011
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number of those reporting the incident as this may be a minor who had the accident.
Name and date of birth of those injured if different from the person reporting the incident.
Photographs, images and medical treatment if received.
Special categories of personal data being processed
Age, gender and health (mental or physical).
Lawful basis for processing special category data
Public interest in the area of public health.
Who else might we share your data with?
- Relevant council departments
- Legal representatives
- Insurance companies
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Norse SE - waste and recycling
The reasons we use your data
Norse SE manages waste services on behalf of Havant Borough Council.
Please see Norse SE Privacy Notice
- To provide you with waste and recycling services, we need to process personal data about your household that relates to the provision of these services.
- Capita finance provide and hold financial information on behalf of Havant Borough Council and Norse SE to deliver services such as garden waste and bulky waste collection charging. This includes utilising financial details to resolve any payment disputes or provide a refund to settle your account in order to deliver the service.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Localism Act 2011
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number and financial details to resolve any payment disputes to settle your account to provide the service.
Notes relating to previous requests and contacts made by, or on behalf of, members of your household relating to waste and recycling services at your household.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant Council Departments e.g. Finance
- Bishops Printers T/A The Mailing People (for garden waste renewal letters)
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Parking
The reason we use your data
- General Enquiries/complaints relating to parking issues within council owned car parks
- The processing of Penalty Charge Notices (PCN) and challenges/appeals against PCN’s
- The issue and renewal of parking permits within council owned car parks
- Information in relation to blue badges in relation to PCN appeals or prosecutions for misuse
- Use of bailiffs in relation to the non-payment of PCN
- Online payment of PCN and parking permits
- Pay by phone for car parking
- Our Civil Enforcement Officers use body worn video (BWV) which will capture images of individuals
Why we are allowed to use your data
The processing of personal data will be necessary to fulfil our public task in relation to parking provision and enforcement under various UK laws including but not limited to: -
- Local Authorities’ Traffic Orders (Procedure) (England and Wales) Regulations 1996
- Traffic Management Act 2004
- Disabled Persons Parking Badges Act 2013
- The Vehicle Excise Duty (Immobilisation, Removal and Disposal of Vehicles) Regulations 1997
- AV Legislation: Clean Neighbourhoods & Environment Act 2005
- Removal Storage & disposal of vehicles Regulations 1989
In addition, the Government put together a list of statutory duties of local authorities.
Categories of Personal Data being processed
- Name
- Address
- Email Address
- Telephone Number
- Vehicle Registration Numbers
- Payment Information
- Information contained on blue badge and scanned image of badge
- Images of individuals captured using BWV
Special Categories of Personal Data being Processed (if applicable)
Not applicable
Lawful Basis for Processing Special Category Data
Not applicable
Who else might we share your data with?
- Police in relation to BWV in the case of violence towards our Civil Enforcement Officers (CEOs)
- Traffic Penalty Tribunal
- Other council teams where necessary to provide a service to you or to collect payment
- Enforcement Agents
- Hampshire County Council
- Other council teams where necessary to collect payment
- Auditors
Data is also shared for the prevention and detection of crime, including fraud via the National Fraud Initiative
How long will your data be kept?
Please refer to our Retention Schedule which can be found at http://www.havant.gov.uk/publication-scheme.
Will your data be stored outside of the UK?
No.
When computers make any decisions about you
Not applicable
Last updated
June 2023
Planning and development
The reasons we use your data
- To provide help and advice prior to the submission of planning applications
- To process applications for planning permission; including maintaining the planning register
The council also receives comments, representations, allegations, complaints and questions via email, telephone, letter and through our website.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Town & Country Planning Act 1990
- The Planning Act 2008
- The Planning (Listed Buildings and Conservation Areas) Act 1990
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, financial information, photos and images and company house records.
Special categories of personal data being processed
Race, ethnic origin, religion, health (mental or physical) and sexual life or orientation.
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Other council departments
- Published on the council website (redacted)
- Regulatory bodies
- The courts
- Statutory consultees
- Government departments
- Parish and town councils
- Borough Councillors
- Hampshire County Councillors
- Contractors providing IT services
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Planning and Development (Tree Applications and Tree Preservation Orders)
The reasons we use your data
Hampshire County Council undertake the following on behalf of Havant Borough Council
- To determine a TPO request
- Application for works on a TPO
- To determine replacement trees request
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Town & Country Planning Act 1990
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Hampshire County Council as Data Processor
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Planning enforcement
The reasons we use your data
- To investigate alleged breaches of planning, listed building and advertisement control
- To determine high hedge complaints
- To take action to prevent serious imminent public harm (e.g. injunctions, direct action)
Why we are allowed to use your data
Public task including but not limited to: -
- The Town and Country Planning Act 1990
- Town & Country Planning Listed Building (Conservation Area) Act 1990
- Anti-Social Behaviour Act 2003
- Anti-Social Behaviour, Crime and Policing Act 2014
In addition, the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
- Name
- Address
- Email Address
- Telephone Number
- Date of Birth
- Photographs and Images
Special categories of Personal Data being processed (if applicable)
None
Lawful basis for processing special category data
N/A
Who else might we share your data with?
- Relevant internal departments, e.g. legal
- Planning Inspectorate
- Courts Service
- Other Local Authorities
- Police
How long will your data be kept?
Please refer to our Retention Schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Planning policy
The reasons we use your data
Consultations on:
- Neighbourhood plan proposals
- Supplementary planning document process
- Conservation area appraisals
- Local Plan process
To register interest in self-build and information used to provide info regarding available plots.
As part of the Local Plan examination.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- The Town & Country Planning Act 1990
- The Town and Country Planning (Local Planning) (England) Regulations 2012
- The Self-build and Custom Housebuilding Regulations 2016
- Planning (Listed Buildings and Conservation Areas Act) 1990
- Planning Act 2008
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, date of birth, employment, financial information, photos and land ownership.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant council departments
- Other local authorities
- Councillors
- Published on the council website (redacted)
- Regulatory bodies
- Secretary of state
- Nominated examiners
- Statutory consultees
- Government departments
- Contractors providing IT services
Please see the Planning Inspectorate Local Plan privacy notice.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Plaza conference room and facilities hire
The reasons we use your data
To enable the hire of conference rooms to external bodies.
Why we are allowed to use your data
Performance of a contract.
Categories of Personal Data being processed
- Name
- Address
- Email address
- Contact number(s)
- Payment information
Special categories of personal data being processed (if applicable)
Not applicable
Lawful basis for processing special category data
Not applicable
Who else might we share your data with?
Relevant internal teams e.g. Finance
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Prevention & Enforcement – Abandoned vehicles, dog fouling, littering, antisocial behaviour
The reasons we use your data
- To investigate complaints covering areas such as fly tipping, abandoned vehicles, antisocial behaviour, dog fouling and littering.
- To bring prosecutions for offences within the appropriate court settings
- For Officer Safety our Neighbourhood Quality Officers use body worn video (BWV) which will capture video and audio of individuals
Why we are allowed to use your data
Legal Obligation and public task including but not limited to: -
- Environmental Protection Act 1990
- Highways Act 1980
- Refuse Disposal (Amenity) Act 1978
- Environment Act 1995
- The Town & Country Planning Act 1990
- Antisocial Behaviour, Crime & Police Act 2014
- Crime and Disorder Act 1997
- Criminal Justice & Public Order Act 1994
- Clean Neighbourhoods & Environment Act 2005
- Health Act 2006
In addition, the Government put together a list of statutory duties of local authorities.
To provide support to individuals and families who have consented to our so doing.
Categories of Personal Data being processed
- Name
- Address
- Email Address
- Telephone Number
- Date of Birth
- Photographs and Images
- Video and Audio via BWV
- Vehicle Information
- Financial
Special Categories of Personal Data being Processed (if applicable)
- Health
- Ethnicity
Lawful Basis for Processing Special Category Data
- Substantial Public Interest
Who else might we share your data with?
- Police
- Other Local Authorities
- Partner Agencies e.g., Environmental Agency
- Partners in the Hampshire Fly Tipping strategy group
- Other agencies that hold data via legal duty to disclose information for the prevention and detection of crime
- NHS
- DVLA
How long will your data be kept?
Please refer to our Retention Schedule.
Will your data be stored outside of the UK?
No.
When computers make any decisions about you?
Not applicable.
Private sector housing – disabled facilities grants
The reasons we use your data
Why we are allowed to use your data
Legal obligation under various UK laws including but not limited to: -
- Housing Grants, Construction and Regeneration Act 1996
- The Regulatory Reform (housing assistance) (England & Wales) Order 2002
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, national insurance number, date of birth, gender, housing requirements and financial information.
Special categories of personal data being processed
- Ethnic origin (including nationality)
- Health (mental or physical)
Lawful basis for processing special category data
- Public Interest in the area of public health
- Substantial public interest
Who else might we share your data with?
- Other council departments
- Other local authorities
- Social services
- Home improvement agencies (and their sub-contractors)
- Housing associations
- Landlords
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Private sector housing – empty homes
The reasons we use your data
The personal data we are provided with from council tax is to enable the council to carry out the public task of bringing empty properties back into use.
Why we are allowed to use your data
Public task under various UK laws including but not limited to: -
- Housing Act 2004.
- Building Act 1984
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, address of empty property, current address and financial information.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Other local authorities
- Relevant council departments
- Council tax
- Police
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Private sector housing – enforcement
The reasons we use your data
To process public health complaints in relation to your house condition and take enforcement action.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Housing Act 2004
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number date of birth, gender, age and housing requirements.
Special categories of personal data being processed
- Ethnic origin (including nationality)
- Health (mental or physical)
Lawful basis for processing special category data
- Public Interest in the area of public health
- Substantial public interest
Who else might we share your data with?
- Other local authorities
- Relevant council departments
- Social services
- Housing associations
- Landlords
- Fire service
- Police
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Private sector housing – grants and loans
The reasons we use your data
To process your housing grant/loan application.
Why we are allowed to use your data
Loan application – your personal data is necessary for the performance of a contract or to take steps to enter into a contract.
Grant application falls under a public task under various UK laws including but not limited to: -
- Housing Grants, Construction and Regeneration Act 1996
- The Regulatory Reform (housing assistance) (England & Wales) Order 2002
- Housing Act 2004
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number date of birth, gender, age and housing requirements.
Special categories of personal data being processed
- Ethnic origin (including nationality)
- Health (mental or physical)
Lawful basis for processing special category data
- Public Interest in the area of public health
- Substantial public interest
Who else might we share your data with?
Necessary to enforce compliance of a legal charge and to provide advice to solicitors and other legal representatives on whether there are any local land charges and the amount of grant/loan to be repaid on sale of the private sector property.
- Other local authorities
- Relevant council departments
- Social services
- Home improvement agencies
- Housing associations
- Landlords
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Private sector housing – licensing of HMOs and caravans
The reasons we use your data
- To process your application for a licence
- Maintain a public register of licensed HMOs
Why we are allowed to use your data
Legal obligation under various UK laws including but not limited to: -
- Housing Act 2004
- HMO Management Regulations
- Caravan Sites and Control of Development Act 1960.
- Mobile Homes Act 2013
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number and date of birth.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Public register
- Other local authorities
- Relevant council departments
- Fire service
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Private sector housing – pest control
The reasons we use your data
- Respond to enquiries
- Arranging pest control treatments, you or your housing provider has requested
- Sharing information about the pest control treatments you have received with your Housing Provider
- To protect public health
Why we are allowed to use your data
Necessary for the performance of a contract.
The council is under a legal obligation to protect Public Health under various UK laws including but not limited to: -
- Prevention of Damage by Pests Act 1949
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
We may also collect the following information as it may affect the type of treatments used and how these are administered:
- Health
- Disabilities
Lawful basis for processing special category data
To protect public health.
Who else might we share your data with?
- Relevant council departments
- Housing association
- Landlord
- Social services
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Procurement and contracts
The reasons we use your data
Any personal data collected is necessary for the performance of a contract or to take steps to enter into a contract.
Why we are allowed to use your data
Where we have consent to do so.
Categories of personal data being processed
Name, address, contact details of supplier, contractors or consultants. These can sometimes be sole traders.
We also obtain individuals CVs as part of the tender process.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Relevant council departments
- Project team, which may include external consultants and other local authorities
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Property services
The reasons we use your data
- We use personal data to assess suitability, credit-worthiness and subsequent management activity of persons seeking a lease, licence or other interest in land
- We use personal data of our contractors and suppliers to place contracts for goods and/or services and to manage those contracts to completion
- We use personal data of residents to investigate and respond to their queries
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Access to Neighbouring Land Act 1992
- Commons Registration Act 1965
- Commons Act 2000
- Countryside and Rights of Way Act 2000
- Equality Act 2010
- Landlord and Tenant Act 1927
- Landlord and Tenant Act 1954
- Landlord and Tenant (Covenants) Act 1995
- Local Government Act 1973
- Law of Property Act 1925
- Limitation Act 1980
- Party Walls Act 1996
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, contact number, bank details, business accounts and professional referees.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- We may share information with our contractors, suppliers, utility companies, consultants and managing agents as necessary for the performance of specific projects
- We share contractor information with our tenants for the performance of specific projects
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Research and consultation
The reasons we use your data
We will use your data for the following reasons:
- To develop a better understanding of residents and local businesses
- To understand how to improve council services
- To monitor inclusion representation
- To assist third parties (typically other councils and government bodies) who have commissioned us to provide evidence and insight
Why we are allowed to use your data
The processing of data is based on consent.
Categories of personal data being processed
Depending on the research and consultation we may collect your:
Name, contact details, age, gender and postcode.
When joining our resident panel and entering a prize draw, we will require your name and contact details which will be processed separately to survey data.
Special categories of personal data being processed
We may collect data on age, disability, gender reassignment, ethnicity, pregnancy/maternity, religion/belief, sex and sexual orientation.
This is for inclusion purposes.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
- Data will generally be pseudonymised prior to analysis
- Anonymised or pseudonymised survey data may be sent to external agencies and possibly other departments for processing and reporting
- Reporting will be entirely anonymised. Reports available publicly will not contain verbatim comments which could be used to identify respondents.
- The council will sometimes use the online platform ‘citizenlab’ to carry out engagement with residents (Citizen Lab's privacy notice on data they collect and use)
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Revenues
The reasons we use your data
For the assessment, collection and recovery of council tax and business rates.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Council Tax (Administration and Enforcement) Regulations 1992
- Local Government Finance Act 1992
- Local Government Finance Act 1988
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
- Name
- Address
- Email address
- Contact Number(s)
- Occupancy status
- Financial and banking information
- Employment and benefit details
- Income and expenditure details
- Details of third parties authorised to act on your behalf
Special categories of personal data being processed
Health (mental or physical).
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
- Capita (Data Processor)
- Relevant council departments
- Other local authorities
- Government departments and agencies e.g. HMRC
- ONS*
- The Valuation Office Agency
- The Valuation Tribunal
- Her Majesty’s Courts and Tribunal Service
- Debt collection/enforcement agents
- Employers (of persons subject to a Liability Order)
- Solicitors
- Credit agencies
- Insolvency practitioners
- A printing company, who we use to print council tax bills
- Entitlement review services
- Telsolutions (text messaging reminder service provider)
- Regulatory Bodies e.g. LGSCO, ICO etc
Data is also shared for the prevention and detection of crime, including fraud via the National Fraud Initiative
How long will your data be kept?
Please refer to our Retention Schedule which can be found at: -
http://www.havant.gov.uk/publication-scheme
.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Street name and numbering
The reasons we use your data
East Hampshire District Council provides this service on behalf of Havant Borough Council.
Please see East Hampshire District Council privacy notice.
- To process your street naming and numbering application
Why we are allowed to use your data
Legal obligation under various UK laws including but not limited to: -
- The Public Health Act 1925
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address and contact number.
Special categories of personal data being processed
Not applicable.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Contractors providing IT services.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Track and trace support payments
The reasons we use your data
- We will use your data to confirm your eligibility for this scheme
- To process applications from parents and guardians who are caring for a child or young person who is self-isolating
The council is required to carry out pre-payment checks, these are to verify that each applicant:
- is receiving one of the benefits in the eligibility criteria
- has been told to self-isolate by the NHS track and trace
- is employed or self employed and will lose income because they cannot work from home
- to contact the child or young person’s education or care setting to verify the self-declared information provided in the parent or guardian’s application
You can find more information on this via the NHS test and trace privacy notice.
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
- Covid-19 Notice under Regulation 3(4) of the Health Service Control of Patient Information Regulations 2002
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Name, address, email address, telephone number, name of the person if completing the form on behalf of someone else, NHS track and trace ID number, national insurance number, bank details, bank statement, wage slips, proof of employment or self-employment and the child’s name, age and main address.
Special categories of personal data being processed
Health data.
Lawful basis for processing special category data
Public health.
Who else might we share your data with?
We will carry out checks with the Department for Work and Pensions (DWP), for verification purposes, His Majesty’s Revenue and Customs (HMRC), for tax and national insurance purposes, and with your employer.
We will provide information to HMRC about any payments we make because Self-Isolation Payments are subject to Tax and National Insurance Contributions. If you are self-employed, you will need to declare the payment on your self-assessment tax return.
To validate your bank account details, we need to share relevant information you've given us with TransUnion. This will be used to ensure your support payment is paid to the correct bank account and to help prevent fraudulent use of support payments.
This is not a credit check and won't impact your credit rating.
More information on how TransUnion may use your data.
Information relating to your application will also be sent to the DHSC to help understand public health implications, allow us to carry out anti-fraud checks and determine how well the scheme is performing.
We will not share your data with other organisations or individuals outside of the council for any other purpose.
How long will your data be kept?
We will only keep your personal data for as long as it is needed for the purposes of the coronavirus emergency, and for audit and payment purposes.
Please refer to our retention schedule.
Will your data be stored outside of the UK?
No.
Will computers make any decisions about you?
Not applicable.
Website
The reasons we use your data
We collect the following information when you visit the council website (www.havant.gov.uk):
- registration information for our e-mail alert service (Granicus)
- website feedback (through online forms)
- personal details collected via online forms when you apply for services
- site usage information (website hits, page visits), from session cookies and log files.
More information about cookies is on the council website.
When completing an online form, an email of the submission results will be sent to the service to process the application.
A record of the submission results is also stored on the website for 35 days, which is then deleted.
Why we are allowed to use your data
To provide customers with a service, enable them to make applications or generally communicate with us.
Categories of Personal Data being processed
Personal data can vary depending on what the service needs to process your application.
Examples will include name, address, email address and contact numbers.
Please see the relevant service privacy notice on this page to see what information they require.
Special categories of personal data being processed
Special categories of personal data can vary depending on what the service needs to process your application.
Please see the relevant service privacy notice on this page to see what information they require.
Lawful basis for processing special category data
Not applicable.
Who else might we share your data with?
Relevant council departments.
How long will your data be kept?
Please refer to our retention schedule.
Will your data be stored outside of the UK?
Yes. Email addresses are stored on Granicus which is based in the US.
Will computers make any decisions about you?
Not applicable.