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Financial Services Privacy Notices

Carlisle City Council is committed to protecting and respecting your privacy in terms of how we collect, use, store and destroy your personal information.  
We are the data controller of the personal information we will collect from you and under the General Data Protection Regulation, this privacy notice is designed to provide you with all the information you have a right to be provided with on why we need to collect your personal data and what we will do with it

Why are we collecting your personal information?

Carlisle City Council provides a range of financial services because the law states that we must do so.  Our finance teams process personal information in order to send out invoices, pay invoices, and recover debts and process insurance claims and issue and award contracts in line with Procurement regulations. We will also hold your personal information in relation to correspondence you have with us in relation to our budgets and statement of accounts.  In some cases this may also include sharing personal information with credit reference agencies. We may also process your information for the prevention or detection of crime or fraud. 
In order to deliver these services Financial Services require to collect, store, use, share and dispose of personal information, known as data processing

What allows us to collect your personal information?

Data processed by the Council about financial services provision is processed because:  

  • It is required by law
  • It is necessary to provide a Council service which is part of our public task The legislation, policies and guidance that allow us to do this includes, but is not limited to:  
  • The Local Government Act 1972 ▪ Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017
  • The Accounts and Audit Regulations Act 2015 ▪ Public Contracts Regulations 2015
  • Carlisle City Council’s Constitution If we require your permission to process your personal information, we will ask you.  

If you wish to withdraw your consent, you can do so through contacting [email protected]  
 

What personal information will we collect?

The information financial Services collects is dependent upon the reasons it is required.  Financial Services will not collect unnecessary information; information collected may include:  

  • Names, addresses and signatures
  • Dates of birth ▪ Correspondence and e-mails including contact details 
  • National Insurance Number
  • Financial information, including bank and card payment details
  • Photographs ▪ Healthcare or medical information (in relation to insurance claims)
  • Make, model and registration number of vehicle involved in insurance claims 

What will we do with your personal information?

Your information is held securely within the UK.  
We will not use your information for any purpose other than that for which it was collected unless we are able or required to by law.  
To provide you with good quality services and to meet our legal obligations, we will sometimes share your personal information between teams within the Council, and with external partners and agencies involved in delivering services on our behalf.  
We may also provide personal information to third parties, but only where it is necessary, either to comply with the law or where permitted under data protection legislation. This may include sharing of information with External Auditors for example information relating to income, payments and payroll.

How long will we keep your personal information?

All records are kept in compliance with the Financial Services Retention Policy.  The length of time we need to keep information collected varies and will depend upon the purpose for which it is collected; the most general retention period being 6 years

Your rights are:

  • To be informed
  • To access your personal information
  • To have inaccurate personal information rectified
  • To have personal information erased
  • To restrict processing of your personal information
  • To obtain and reuse your personal information for your own purpose
  • To object to the processing of your personal information
  • To not be subject to decisions based solely on automated means, including profiling

Right to lodge a complaint with the UK Information Commissioner’s Office (ICO)

Should you be unhappy with the way Carlisle City Council has handled your personal information, we encourage you to let us know so that we can look into this for you and provide a response.

Should you then wish to lodge a complaint with ICO you can contact them at:

Website: https://ico.org.uk/

Address: Information Commissioner’s Officer, Wycliffe House,

Water Lane, Wilmslow, Cheshire, SK9 5AF

Email: [email protected]

Carlisle City Council can be contacted at:

Carlisle City Council’s Data Protection Officer can be contacted at:

Address: Civic Centre, Carlisle,

Cumbria, CA3 8QG

Email: [email protected]

Telephone: 01228 817200

Address: Civic Centre, Carlisle,

Cumbria, CA3 8QG

Email: [email protected]

Telephone: 01228 817200

 

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