Reading Borough Council complies with the Data Protection Act 2018 and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.
ICO Registration Number: Z5495098
This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.
We maintain databases to ensure efficient and effective billing, collection and recovery of Business Rates (NNDR) & BIDS.
Reading Borough Council Civic Offices
Bridge Street Reading
RG 2LU
Phone: 0118 9373727
Directorate: Resources
Service: Finance
Team: Revenues and Benefits
We collect and hold personal information relating to Business Rates (NNDR) & BIDS liability.
We use this information to:
We process personal data because it is necessary to comply with our legal obligations.
For more information visit our Business Rates (NNDR) & BIDS webpages.
When do we collect personal information?
We collect information from you the service user via online webforms, hard copy documents, e-mail, by telephone or through face-to-face discussions. This information will be collected from either you directly as the data subject, or from a representative acting on your behalf, for example a landlord or estate agent. We may also receive information from the Valuation Office (VOA), Enforcement Agents and other Local Authorities.
Some examples of the forms that may be submitted are Business Rates online change of address forms, Business Rates & BIDS Reliefs or Exemption Application Forms.
What type of information is collected from you?
The information that we may collect and process for administering Business Rates & BIDS is;
How do we use the information you have provided?
All information provided is used by us for the purposes of administering and enforcing Business Rates & BIDS. This includes:
What is the Lawful Basis for processing your data?
“Necessary for performance of public interest task in exercise of official legal duty”
Who your information may be shared with (internally and externally)
Your data may be shared with other internal council services where the council identifies a “legitimate” processing purpose. This is on a case-by-case basis; and your data will never be used for commercial purposes, sold or otherwise used in a way that negatively affects your rights or freedoms.
1. Her Majesty’s Revenues and Customs – this authority is responsible for tax, payments and customs for the UK. Your information may be shared for statistical purposes and be anonymized.
2. Police – your personal information may be shared for the prevention and detection of crime. We have a duty to do this under:
3. Environmental Health teams – these teams may request your personal details if there is a problem with your home. They are allowed to do this under the Housing Act 2004. We can also share your information for the prevention and detection of crime. We have a duty to do this under the Crime and Disorder Act (1998).
4. Debt Collection Agencies and Enforcement Agents – If we employ outside debt collection agencies to collect unpaid tax we will have data sharing agreements with these agencies. These agreements strictly control how they store and use your personal information. We are allowed to do this under the Council Tax (Administration and Enforcement) Regulations 1992.
We will only share your name and contact details with these agencies. Your health and financial information is not shared with anyone.
5. Credit Reference Agencies – We may use credit reference agencies to find people who owe Council Tax. We are allowed to do this under the Council Tax (Administration and Enforcement) Regulations 1992. We will only share your name with these agencies.
6. NHS Counter Fraud Authority. Your personal information may be shared for the prevention and detection of crime. We have a duty to do this under the Crime and Disorder Act 1992.
7. National Crime Agency. Your personal information may be shared for the prevention and detection of crime. We have a duty to do this under the Crime and Disorder Act 1992.
We may also share your information with:
We will not share your information with any other organisations unless required to do so by law.
We will not transfer your information to countries outside the European Economic
Area (EEA) unless this is necessary, and only to countries which have sufficient safeguards in place to protect information.
We will only keep your information as long as we need to so we can give you the service you need, unless we have to keep it for legal reasons.
In accordance with financial regulations governing the retention of accounting records, for tax payers who no longer live in the borough, we retain your information for seven years after the last payment. If an account has an outstanding debt, we will retain your information for seven years after full payment.
If the claim has an active fraud investigation, we will retain all information until seven years after the end of the fraud investigation and conclusion of court action.
We make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:
Reading Borough Council uses automated decision making for the Billing and Collection of Business Rates (NNDR) & BIDS.
The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request’. Requests can be made by the following link: www.reading.gov.uk/dataprotection
The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient.
In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information, we hold is inaccurate or out of date please call 0118 9373727.
You have the right to:
The right to withdraw consent at any time needs to be communicated. You have a ‘right to be forgotten’ so you can ask for your personal information to be deleted where:
We may not be able to delete your personal data if it is needed for legal reasons, for reasons of public health, public interest or for medical purposes.
Should you wish to contact Reading Borough Council’s Data Protection Officer please email: Nayana.george@reading.gov.uk
Should you wish to contact the Information Commissioners Office please contact: Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF