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.
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: -
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?
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.
The reasons we use your data
Why we are allowed to use your data
To go on the waiting list is with consent and becoming a beach hut licensee is for the performance of a contract.
Categories of personal data being processed
For the waiting list we require:
Once a beach hut has been allocated:
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?
How long will your data be kept?
Will your data be stored outside of the UK?
No.
When computers make any decisions about you
Not applicable.
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: -
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
Lawful basis for processing special category data
Substantial public interest.
Processing of personal data relating to criminal convictions and offences
Who else might we share your data with?
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.
When computers make any decisions about you
Not applicable.
Testing
Live data may be used in a test system which reflects the live environment. This is used when testing system upgrades or to undertake live systems testing for new systems/activities being implemented in the council. The test system is managed in exactly the same way as the production system and follows all security and policy principles.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
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?
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.
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: -
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?
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.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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?
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.
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:
Categories of personal data being processed
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?
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
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?
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.
The reasons we use your data
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?
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.
The reasons we use your data
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.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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
Lawful basis for processing special category data
Substantial public interest
Who else might we share your data with?
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.
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.
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
Special Categories of Personal Data being Processed (if applicable)
Lawful Basis for Processing Special Category Data
Who else might we share your data with?
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
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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?
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.
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?
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.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
Special categories of personal data being processed
Lawful basis for processing special category data
Substantial public interest
Who else might we share your data with?
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.
The reasons we use your data
Personal data is processed by the council under a statutory function:
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:
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?
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.
The reasons we use your data
Personal data is processed by the council under a statutory function covering:
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: -
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?
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.
The reasons we use your data
To process the following in relation to practices and procedures of food businesses:
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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?
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.
The reasons we use your data
To process the following in relation to practices and procedures of businesses:
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to:
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?
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.
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: -
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
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:
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.
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: -
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?
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.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
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.
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: -
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?
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.
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: -
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?
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.
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:
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?
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.
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Why we are allowed to use your data
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?
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.
When computers make any decisions about you
Not applicable.
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: -
Application
Special categories of personal data being processed
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?
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Why we are allowed to use your data
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?
How long will your data be kept?
Will your data be stored outside of the UK?
No
When computers make any decisions about you
Not Applicable
Last updated
October 2023
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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
Special categories of personal data being processed (if applicable)
Lawful basis for processing special category data
Substantial public interest and regulatory requirements
Who else might we share your data with?
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.
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: -
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
Lawful basis for processing special category data
Substantial public interest.
Who else might we share your data with?
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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
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: -
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.
When computers make any decisions about you
Not applicable.
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;
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
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: -
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
Lawful basis for processing special category data
Who else might we share your data with?
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.
When computers make any decisions about you
Not applicable.
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: -
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
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?
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.
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:
In addition the Government put together a list of statutory duties of local authorities
Categories of Personal Data being processed
Special categories of personal data being processed
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?
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.
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: -
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:
To perform activities where we have a legal obligation to undertake.
Categories of Personal Data being processed
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)
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?
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
The reasons we use your data
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?
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.
The reasons we use your data
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:
In addition the Government put together a list of statutory duties of local authorities.
Categories of Personal Data being processed
Special Categories of Personal Data being Processed (if applicable)
Lawful Basis for Processing Special Category Data
Substantial Public Interest
Who else might we share your data with?
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
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:
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: -
In addition the government put together a list of statutory duties of local authorities.
Categories of personal data being processed
Special categories of personal data being processed
Lawful basis for processing special category data
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:
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.
When computers make any decisions about you
Not applicable.
Last updated
1 February 2023.
View our full privacy notice.
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:
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:
In addition the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
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:
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.
When computers make any decisions about you
Not applicable.
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: -
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: -
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.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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?
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Why we are allowed to use your data
Public task under various UK laws including but not limited to: -
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.
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Norse SE manages allotments on behalf of Havant Borough Council:
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Norse SE manages the cemetery management service on behalf of Havant Borough Council:
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: -
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:
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?
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.
The reasons we use your data
The personal data you provide is used to enable the council to process your enquiry:
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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.
When computers make any decisions about you
Not applicable.
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: -
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?
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.
The reasons we use your data
Norse SE manages waste services on behalf of Havant Borough Council.
Please see Norse SE Privacy Notice
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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?
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.
The reason we use your data
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: -
In addition, the Government put together a list of statutory duties of local authorities.
Categories of Personal Data being processed
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?
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
The reasons we use your data
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: -
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?
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.
The reasons we use your data
Hampshire County Council undertake the following on behalf of Havant Borough Council
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Why we are allowed to use your data
Public task including but not limited to: -
In addition, the Government put together a list of statutory duties of local authorities.
Categories of personal data being processed
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?
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.
The reasons we use your data
Consultations on:
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: -
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?
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.
When computers make any decisions about you
Not applicable.
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
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
Why we are allowed to use your data
Legal Obligation and public task including but not limited to: -
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
Special Categories of Personal Data being Processed (if applicable)
Lawful Basis for Processing Special Category Data
Who else might we share your data with?
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.
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: -
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
Lawful basis for processing special category data
Who else might we share your data with?
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.
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: -
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?
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.
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: -
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
Lawful basis for processing special category data
Who else might we share your data with?
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.
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: -
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
Lawful basis for processing special category data
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.
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.
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: -
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
Special categories of personal data being processed
Criminal Conviction Data relevant to Fit and Proper Person test.
Lawful basis for processing special category data
Substantial Public Interest so as to protect the public.
Who else might we share your data with?
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.
The reasons we use your data
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: -
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:
Lawful basis for processing special category data
To protect public health.
Who else might we share your data with?
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.
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?
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.
The reasons we use your data
Why we are allowed to use your data
Legal obligation or public task under various UK laws including but not limited to: -
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?
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.
The reasons we use your data
We will use your data for the following reasons:
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?
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.
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: -
In addition the Government put together a list of statutory duties of local authorities
Categories of personal data being processed
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?
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.
Testing
Live data may be used in a test system which reflects the live environment. This is used when testing system upgrades or to undertake live systems testing for new systems/activities being implemented in the council. The test system is managed in exactly the same way as the production system and follows all security and policy principles
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.
Why we are allowed to use your data
Legal obligation under various UK laws including but not limited to: -
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
The council is required to carry out pre-payment checks, these are to verify that each applicant:
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: -
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.
When computers make any decisions about you
Not applicable.
The reasons we use your data
We collect the following information when you visit the council website (www.havant.gov.uk):
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.
When computers make any decisions about you
Not applicable.