Privacy and Personal Data

South Hams District Council are committed to protecting and respecting your privacy and will inform you of how we process your information.

Privacy Notice - Council Tax

South Hams District Council takes your privacy seriously. 

We will use your information in order to administer the collection of Council Tax in accordance with the Local Government Finance Act 1992. This notice sets out what we will do with your personal information and who we may share it with in respect of the above. 

What information about you do we collect? 

We collect the following information: 

  • Your name 
  • Your address 
  • Your date of birth (to ensure account accuracy by limiting duplication of customer entries and for security purposes) 
  • Your bank details (for payment of your bill) 
  • Personal details of you and residents of your property where it is relevant for discounts and/or exemptions that you receive 

How do we collect information about you? 

Relevant personal data will be collected: 

  • Personal data is collected directly from the data subject and from the account holder when the personal data relates to residents of the property where it is relevant for discounts and/or exemptions related to the account. 

How will your personal data be used? 

Your personal data will be used in the following ways: 

  • For the purpose of administering Council Tax in accordance with the Local Government Finance Act 1992. 

The Legal basis for processing your data 

Your personal data is processed under the following legal bases: 

  • Article 6 1(c) processing is necessary for the compliance with a legal obligation to which the controller is subject. Local authorities are legally obligated to administer the collection of Council Tax in accordance with the Local Government Finance Act 1992. 
  • Article 6 1(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Local authorities are required to administer the collection of Council Tax in accordance with the Local Government Finance Act 1992 as a public task. 

Who will your personal data be shared with? 

We may share personal data with other departments within the Council and external organisations in the following circumstances: 

  • For law enforcement, criminal prosecutions and Court proceedings. 
  • If we need to establish, exercise or defend our legal rights, including the prevention and detection of fraud or protecting public interests. 
  • Where the department or organisation has a lawful right to the data, such as where an Act of Parliament enables access to it. 

Data may be passed to third parties, including Government Departments, other local authorities and private sector companies, including those that assist us in fraud detection and prevention. This includes credit reference agencies and data matching via the National Fraud Initiative. 

The personal information you provide will not be used for any other purpose, unless required by law, to prevent or detect crime or to protect public funds. 

Your personal data may be converted (‘anonymised’) into statistical or aggregated data in such a way that ensures that you cannot be identified from it. 

We will never sell your data to anyone else. 

Transferring of data outside of the EU 

Your data will not be transferred outside of the EU. It will be securely stored electronically within the UK only, unless it was necessary for safeguarding or for the prevention and detection of crime. 

Length of time we keep your information  

We will retain personal data for six years from when the record was created where it is required for the collection and administration of Council Tax and will delete or destroy it at the end of that period. 

Individual rights

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO Website

If you would like to exercise any of these rights, please Email the data protection officer.

The Data Controller for your information

South Hams District Council
Follaton House
Plymouth Road
Totnes
TQ9 5NE

The Data Processors for your information

Your personal information may be provided to other organisations for processing in relation to this service. The Council has strict agreements with all Data Processors to ensure your information is protected. The Data Processors for information provided for Council Tax purposes are:

  • Ross and Roberts (for debt collection purposes) 
  • Organisations employed to provide support to Council staff dealing with enquiries or technical support with software, such as NEC Software Solutions, who provide and maintain the Council’s Council Tax system. Further information on how NEC process your personal data can be found on their privacy notice.

Data Protection Officer

We have a duty to appoint a Data Protection Officer. The Council's Data Protection Officer is Drew Powell.

If you have any queries about our privacy notices or would like to exercise your data rights or make a complaint, please contact the Data Protection Officer by Email, telephoning 01803 861234 or writing to them at Data Protection Officer, South Hams District Council/West Devon Borough Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you are not happy with how we have handled your complaint, you have the right to contact the Information Commissioner's Office to raise your concerns about how we have processed your information or how we have responded to your request to exercise any of your rights in relation to your information:

  • Telephone them on 0303 123 1113
  • Visit their website at www.ico.org.uk/concerns
  • Write to them at:
    Information Commissioner's Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF