Internal audit

Internal audit

Home > How we use your information > Council privacy data > Internal audit



Why we collect information about you?

We have access to personal information for the following purposes:

  1. To provide assurance over the Council’s systems of governance, risk management and internal control.

  2. To make provision for internal audit in accordance with the Public Sector Internal Audit Standards.

  3. To perform consultancy and advisory services related to governance, risk management and control as appropriate.

  4. To facilitate the delivery of audit training.


What information do we collect about you?

As a service we do not collect data from the public directly but have access to the systems used across the council and we will draw conclusions from this personal data. The types of data we have access to are:

  1. Basic details about you such as name, address, telephone number, email address and date of birth

  2. Employer details

  3. Income details

  4. Bank details

  5. Income and expenditure

  6. National insurance number

  7. Nationality

  8. Health

  9. Criminal convictions and offences

  10. Household composition


Who do we share the information with?

We may share personal information about you with the following types of organisations:

  1. Other departments or teams within the Council in order to provide our services.

  2. Our appointed external auditors

  3. External independent reviewer in order for them to perform an external review of the internal audit service against the Public Sector Internal Audit Standards

  4. Counter Fraud Unit - to provide information to support fraud investigations

  5. Department of Work and Pensions - to support performance of audits in connection with Housing Benefits and we also share information when requested as part of any ongoing complaint investigation.


Is any information transferred to or stored on servers based outside the European Economic Area?

We do not transfer any of your personal information outside the European Economic Area (EEA).


How long do we keep your information?

We only keep your information for as long as it is required by us or other regulatory bodies in order to comply with legal and regulatory requirements or for other operational reasons. Our retention schedule provides further details on the length of time we retain different types of documents.


Who do we collect information from?

We do not collect data directly from the public but have access to the systems used across the council and we will draw conclusions from this personal data.


What are the consequences if we do not collect the data?

If we did not have access to the information that we currently collect, then we would be unable to fulfil our required statutory functions (see legal basis for processing).


Are any decision about you made by automatic means?

None


Tewkesbury Borough Council has a statutory requirement to maintain an Internal Audit function. The ‘Accounts and Audit Regulations (2015)’ requires every local authority in England to maintain an effective internal audit service to evaluate the effectiveness of its risk management, control and governance processes taking into account the Public Sector Internal Auditing Standards and associated guidance.

The Council’s Head of Financial Services and Asset Management has a statutory duty under Section 151 of the ‘Local Government Act 1972’ to establish a clear framework for the proper administration of the authority’s financial affairs. To perform that duty the Section 151 Officer relies, amongst other things, upon the work of Internal Audit in reviewing the operation of systems of internal control and financial management.

Key legislation:

  • Local Government Act 1972

  • Accounts and Audit (England) Regulations 2015

  • Local Government Finance Act 1992

  • Companies (Audit, Investigation and Community Enterprise) Act 2004

  • Charities Act 2011

  • Companies Act 2006

  • Public Sector Internal Audit Standards (2017)

  • Fraud Act 2006


Last updated: 25 June 2019 (AG)


Social media



Why we collect information about you?

Names, addresses phone numbers and email addresses are occasionally collected in order to aid enquiries.


What information do we collect about you?

  1. Names

  2. Addresses

  3. Phone numbers

  4. Email addresses


Who do we share the information with?

Information may be shared with our contractors (such as our waste contractor Ubico), with other partners in the public service and additionally with other internal council departments relevant to your enquiry


Is any information transferred to or stored on servers based outside the European Economic Area?

The information is stored on Facebook’s servers which are based worldwide. More information on how Facebook are becoming compliant can be found here

The information is stored on Twitter’s servers which are based worldwide. 


How long do we keep your information?

The information collected on private messages through our social media sites is archived once the enquiry has been resolved or within one month of receipt, whichever is sooner.


Who do we collect information from?

All information is collected directly from the customer enquiring.


What are the consequences if we do not collect the data?

If the data is not collected we may be unable to resolve the enquiry.


Are any decision about you made by automatic means?

None


Last updated: 15 May 2018 (AA)


Monitoring of FOI requests and complaints

Monitoring of FOI requests and complaints

Home > How we use your information > Council privacy data > Monitoring of FOI requests and complaints



Why we collect information about you?

Email addresses are collected to enable us to return the Freedom of Information request.


What information do we collect about you?

  1. Name

  2. Address

  3. Phone number

  4. Email address


Who do we share the information with?

No information is shared


Is any information transferred to or stored on servers based outside the European Economic Area?

The information is stored on servers based in the UK.


How long do we keep your information?

Freedom of Information requests are retained for two years from the final response date.  


Who do we collect information from?

All information is collected directly from the customer submitting the Freedom of Information request.


What are the consequences if we do not collect the data?

If the data is not collected we are unable to return the response.


Are any decision about you made by automatic means?

None


Last updated: 15 May 2018 (AA)


Citizens panel

Citizens panel

Home > How we use your information > Council privacy data > Citizens panel



Why we collect information about you?

Names and email addresses are collected in order to contact panel members Names and email addresses are collected in order to contact panel members with regular emails seeking opinions and may be used to send invitations to our own events if it is relevant


What information do we collect about you?

  1. Name
  2. Address
  3. Phone number
  4. Email address

Who do we share the information with?

We do not share your data with any third party.


Is any information transferred to or stored on servers based outside the European Economic Area?

The information is stored on servers based in the UK. We use MailChimp to maintain our contact information for the Citizens’ Panel. These servers are hosted in the US more information on MailChimp privacy policy can be found here.


How long do we keep your information?

Your information is kept for as long as you remain a member of the citizens panel. If at any point you no longer wish to be contacted through the citizens panel your details will be deleted.


Who do we collect information from?

Your information is collected from yourselves when requesting to join the panel.


What are the consequences if we do not collect the data?

There are no consequences of not collecting this data as the citizens’ panel is optional however, we value the responses we receive from the members.


Are any decision about you made by automatic means?

None

While we will not make any decisions about you using automatic means, we may target specific groups of people with in the citizens’ panel about specific things. For example, we want feedback from people living in a particular area of the borough.


Last updated: 15 May 2018 (AA)


Monitoring of complaints

Monitoring of complaints

Home > How we use your information > Council privacy data > Monitoring of complaints



Why we collect information about you?

  1. Names are collected to respond to complainants.

  2. Email addresses are collected in order to send the complaint response back.

  3. Addresses are collected when an email address has not been supplied in order to send the complaint response back.

  4. Phone numbers are collected so that the complainant can be contacted by telephone should the need arise during the investigation of the complaint.


What information do we collect about you?

  1. Name

  2. Email address

  3. Address

  4. Phone number


Who do we share the information with?

Information contained within the complaint will be shared with our Joint Waste Team in instances where the complaint relates to our waste collection services.


Is any information transferred to or stored on servers based outside the European Economic Area?

The information is stored on servers based in the UK and the EU.


How long do we keep your information?

Complaints are retained for 2 years from the final response date.  


Who do we collect information from?

All information is collected directly from the customer submitting the complaint.  


What are the consequences if we do not collect the data?

If the data is not collected we may be unable to investigate the complaint thoroughly and unable to send the response back.


Are any decision about you made by automatic means?

None


Last updated: 15 May 2018 (AA)


Customer services

Customer services

Home > How we use your information > Council privacy data > Customer services



Why we collect information about you?

We need to take your contact details in order for us to provide services to our customers such as reporting missed bins, ordering new bins, arranging household collections, organising assisted collections, implementing garden waste subscriptions, renewals, cancellations, and payments. We would not be able to provide these services without you giving us your contact details.


What information do we collect about you?

We collect your contact details such as name, address, telephone number and email addresses to enable us to provide services to you. We also take account numbers & reference numbers if we are taking a payment on your behalf.

Your bank details are needed from you if a payment is required for example council tax, invoices, permits & paying for bins but this is with your consent only.


Who do we share the information with?

To provide our services to you we may share information with the following:

  • Gloucestershire County Council to report road maintenance and street lighting issues.

  • UBICO to report missed bins, implement garden waste collections, book household collections, ordering of bins/caddies and organising assisted collections.

  • Northgate – Internal revenues and benefits system used to access account numbers for council tax payments.

  • Adelante – Payment system for the Council uses to take all payments.

  • Internal departments to report a change in circumstances as advised by you.


Is any information transferred to or stored on servers based outside the European Economic Area?

Information is stored in the UK and the EU only.


How long do we keep your information?

Payment information is kept in a secure area for 3 months in case we need to trace payments. We keep customers contact details in our secure database in line with the retention schedule (xlsx, 23 KB).


Who do we collect information from?

Information held on our system is provided by you when requiring a service from Customer Services.  Occasionally, if we are taking a payment we would need to consult our internal revenues system for an account number if it has not been provided to ensure payments are allocated to the right account.


What are the consequences if we do not collect the data?

We would be unable to provide the majority of our services if we did not collect your contact details.


Are any decision about you made by automatic means?

No decisions are made without the customers consent.

No automated decisions are made about you.


Last updated: 27 February 2018 (HL)