Council Tax
How we collect and use your information
The council is the data controller for the personal information you provide to enable us to administer claims for housing benefit and council tax support. You can contact us by phone on 01256 844844, via email to customer.service@basingstoke.gov.uk or by writing to us at Civic Offices, London Road, Basingstoke RG21 4AH.
The council’s Data Protection Officer can be contacted at dpo@basingstoke.gov.uk
What type of information do we collect and why do we need your personal information
Your information will be used to enable us to assess your entitlement to :
- housing benefit
- council tax support
- local welfare provision
- to recover overpaid housing benefit.
The information we need includes:
- your name
- address
- National Insurance number
- bank details
- income and capital
- details of other people who live with you
- details of how much rent you pay and who your landlord is
We need to have a lawful reason to collect and use your personal data. For housing benefit and council tax support our legal basis is because it is necessary for compliance with a legal obligation.
We sometimes need information about people other than the person who has applied for housing benefit/council tax support, for example, information about grown up children who live with you as part of your household. We need this information to determine the correct level of any deductions that may apply when calculating your entitlement. You should advise any non-dependants who live with you that their data will also be processed.
Housing benefit is processed by legal obligation under the Social Security Administration Act, the Housing Benefit Regulations and the Fraud Act. Council tax support is processed by legal obligation under the Local Government Finance Act 1992.
If you do not provide the information we ask for we may not be able to process your claim.
How my information is stored and how long it is kept for
Your data will be held on computer and may be stored in a country outside of the UK. We will ensure that personal data will only be held within the European Economic Area or in a country with sufficient data protection legislation in place.
We will keep your details on our housing benefit/council tax support database for seven years after you cease to have a live claim or have repaid your overpaid housing benefit.
Sharing information
Your personal data may be shared with other teams within the council in order to detect and prevent fraud, to provide you with a service, to carry out a public task or otherwise where we are required to do so. Data may be shared with the Department for Work and Pensions (DWP) and HM Revenue and Customs (HMRC) for the purpose of ensuring the accuracy of your claim and for the prevention and detection of fraud, or for purposes of overpayment recovery. We may also share it with other local authorities. We may share the data with third parties if we are required by law to do so, or to provide you with a service. This may include the Police or Government Agencies.
Sharing information with your landlord could help us to deal with your claim more quickly and reduce the risk of you falling behind with your rent because of your claim being delayed.
If your housing benefit is paid directly to your landlord, then we can discuss payment details (for example award dates and amounts) as we have to give your landlord this information.
With your permission we would also be able to tell your landlord if:
- you have claimed housing benefit
- we have made a decision on your claim
- we need more information to make a decision and what that information is
We won’t give your landlord any information about your personal or family circumstances. It will not affect your claim if you do not give us permission to discuss your claim with your landlord, and if you give us consent then you can withdraw this at any time.
You can withdraw your permission at any time by email to benefits@basingstoke.gov.uk or by telephone on 01256 844844.
Your rights under the general Data Protection Regulations (GDPR)
You have the following rights under the GDPR. Please note not all of these rights apply to all processing. Further details on each right can be found on our GDPR webpage. The right:
- to be informed
- of access
- to rectification
- to erasure
- to restrict processing
- to data portability
- to object
- Rights related to automated decision making, including profiling
If you are not happy
If you are not happy with the way the council is handling your personal information you have the right to make a complaint to the Information Commissioner:
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
casework@ico.org.uk
Telephone 0303 123 1113
Where can I get more information
Further details can be found on the Information Commissioner Office website.
Why we are allowed to use your data
- The lawful basis for using data for council tax is on the basis that processing is necessary for compliance with the Local Government Finance Act 1992.
- The lawful basis for using data for business rates is on the basis that processing is necessary for compliance with the Local Government Finance Act 1988.
The categories of personal data we hold and process includes:
- names and addresses
- occupancy status, such as who is liable for council tax and how many adults reside in your property
- contact details including your postal address, telephone number and email address
- financial information and bank account details
- employment and benefit details
- sensitive personal information, such as information about your physical and mental health
- appointee/representative details
Special category data
None
How we collect information about you
- you (the charge payer) and your appointees/representatives
- landlords
- other council departments
- other local authorities and public bodies
- the Department for Work and Pensions
- the registrar of births, deaths and marriages
- the register of electors
- other organisations including GPs, health services, police, welfare advisory services, credit reference agencies, enforcement agents
How your information will be used
- bill and collect council tax
- recover unpaid council tax
- assess entitlement to and award discounts, exemptions and council tax support
Who we can share your data with
We share information with a number of different people and organisations depending on the service being provided or the statutory requirements that we must comply with:
- other council departments where it is permitted by law or where necessary to deliver public functions
- other local authorities
- Department for Work and Pensions
- enforcement agents
- credit reference agencies and debtor tracing services
- solicitors, Insolvency Practitioners and Her Majesty’s Court and Tribunal Service
- Valuation Office Agency
- Valuation Tribunal Service
- Police authorities
- Office for National Statistics
- National Fraud Initiative
- elected members, Members of Parliament and advice agencies when acting on your behalf
- our processing contractors, Civica
How long we will keep your data for
- call recordings are retained for 31 days, unless attached to complaints
- software systems hold data for six years plus the current year except in cases where the account is still active, for example still open, or closed with outstanding debt/more recent transactions