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Regulatory Services Privacy Notice

For the Sustainable Warmth Cumbria Privacy Notice please download the document on the right-hand side of this page.

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?

Regulatory Services enforces a wide number and variety of different Acts and Statutory Instruments – the collection of personal information can be necessary to ensure the Service meets its responsibilities under these delegated powers.
The regulatory services we provide include legal obligations and public tasks in the following areas:
•    Undertaking food safety, health and safety, public health and housing Inspections and Investigations to promote residential & consumer safety and health and well-being.
•    Issuing and enforcing a wide range of Civic Licenses such as: Alcohol licences; Skin Piercing licences; Licences for Taxis and Private Hire vehicles; Animal licences; Licences for Houses in Multiple Occupation; Caravan site Licences and Permits for industrial air quality controls.
Regulatory Services also administers a range of grants for housing purposes and the collection of personal information is necessary to ensure eligibility and to process applications.
Pest Control is another public task provided by Regulatory Services where information will be collected and kept on treatments made at properties.

What allows us to collect your personal information?

The Council’s statutory duty to carry out this processing is created from the following pieces of legislation (this list is not exhaustive)

  • Environmental Protection Act 1990
  • Clean Air Act 1993
  • Refuse Disposal (Amenity) Act 1978
  • Environment Act 1995
  • Control of Pollution Act 1974
  • Clean Neighbourhoods and Environment Act 2005
  • Prevention of Damage by Pests Act 1949
  • Food Safety Act 1990
  • Food Safety and Hygiene (England) Regulations 2013
  • European Communities Act 1971
  • Police and Criminal Evidence Act (PACE) 1984
  • Health and Safety at Work Etc. Act 1974
  • European Communities Act 1971
  • Local Government (Miscellaneous Provisions) Act 1982
  • Local Government (Miscellaneous Provisions) Act 1976
  • Licensing Act 2003
  • Foods Safety Act and Animal By-Products (Enforcement) (England) Regulations 2013
  • Animal Welfare Act 2006
  • Animal Welfare (Licensing of Activities Involving Animals)(England) Regulations 2018
  • Public Health (control of disease) Act 1984
  • Public Health (Infectious Diseases) Regulations 1988
  • Health Protection (Local Authority Powers) Regulations 2010
  • Health Act 2006 and associated regulations.
  • Anti-social Behaviour, Crime and Policing Act 2014.
  • Housing Act 2004
  • Housing Grants, Construction and Regeneration Act 1996
  • Regulatory Reform (Housing Assistance) Order 2002
  • Landlord and Tenant Act 1985 and 1987.
  • The Electricity and Gas (Energy Company Obligation) Order 2018 
  • Gambling Act 2005
  • Scrap Metal Dealers Act 2013
  • Police, Factories, etc (Miscellaneous Provisions) Act 1916
  • Town Clauses Act 1847

Processing personal information in Regulatory Srvices allows us to provide services and fulfil our legal responsibilities, such as investigating traders who breach the law; regulating housing standards; inspecting food business food hygiene arrangements, investigating public health complaints and licensing a wide range of activities in Carlisle. 

It will sometimes be necessary to process personal information to prevent and detect crime, to comply with legal orders, and to provide information in accordance with a person's rights. 

  • The Council will only process your personal information when it is lawful to do so. 
  • If you have been required to provide information by Regulatory Services we will informed you of the specific legislation under which the information is requested.
  • If you have contacted Regulatory Services your personal information may have been collected to ensure we are able to fully investigate your concerns or to answer your enquiry.
  • For Grant and Licence applications your information is required to ensure we process your applications correctly.

What personal information will we collect?

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

  • Names and Addresses
  • Dates of birth
  • Interest in Land
  • Witness records and Statements
  • Correspondence and emails
  • Press articles
  • Photographs
  • Financial information
  • Health records
  • Welfare benefit entitlement
  • Legal Notices, Simple Cautions and Prosecution Information

What will we do with your personal information?

Your information is held within secure databases within the UK or paper files in Carlisle. We do not use your information for any other 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.
The Council 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.
Regulatory Services works in partnership with other Agencies including: the Police; Food Standards Agency; the County Council; Health and Safety Executive.
We will only share your information with partners or suppliers who have sufficient measures and procedures in place to protect your information and can meet their legal obligations under data protection legislation. These requirements will be set out in contracts or information sharing agreements.

We will not share your information for marketing purposes, unless you have specifically given us permission to do so.

How long will we keep your personal information?

All records are kept in compliance with the Regulatory Services Retention Policy –The Retention Policy follows specific legal requirements or the Retention Guidelines for Local Authorities produced by the Local Government Group in 2003
In brief the Retention Policy states personal information: on licences is kept for 2 years after the Licence lapses; Complaints, enquiries or inspections are kept for 7 years; Grant information is kept for 10 years.
Your rights are:
To be informed how we collect and use your personal information through privacy Notices such as this.

  • To have inaccurate or incomplete personal information rectified. We must respond to your request within 1 month. If we decide to take no action we will tell you why and let you know of your right of complaint to the UK Information Commissioner.
  • To have personal information erased. You have the right to request that we have information deleted or prevented from being used. There maybe reasons why we cannot comply with a right to erase, such as a legal obligation to keep information, if this is the case we will tell you the reasons and let you know of your right of complaint to the UK Information Commissioner.
  • To restrict processing of your personal information. You have a right to restrict how your data is processed in certain circumstances, for example if the information is inaccurate. If the restriction is applied, we can retain just enough information to ensure the restriction is respected in the future. If we decide to lift a restriction on processing we must tell you.
  • To obtain and reuse your personal information for your own purpose. Whilst a right to portability exists under data protection legislation, because we process your information as part of a legal obligation or a public task, you cannot ask us to transfer this information to another data controller so they can use it
  • To object to the processing of your personal information. You can object to your information being used for profiling, direct marketing or research processes.
  • To not be subject to decisions based solely on automated means, including profiling. We do not use your information for these purposes.

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:
Address: Information Commissioner’s Officer, Wycliffe House, 
Water Lane, Wilmslow, Cheshire, SK9 5AF
Email: [email protected]
Telephone: 0303 123 1113

Carlisle City Council can be contacted at:    
Address: Civic Centre, Carlisle, 
Cumbria, CA3 8QG
Email: [email protected]
Telephone: 01228 817200    

Carlisle City Council’s Data Protection Officer can be contacted at:
Address: Civic Centre, Carlisle, 
Cumbria, CA3 8QG
Email: [email protected]
Telephone: 01228 817200

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