Cash management

Cash management

Home > How we use your information > Finance privacy data > Cash management



Why we collect information about you?

The details below are collected from individuals and companies who pay for services or goods through the bank, cash office or payment card.

The legal basis for the council to collect this data is contractual.


What information do we collect about you?

  • Name
  • Billing Address (for card payments)
  • E-mail address (to send all documentation electronically)
  • Telephone number
  • Reference number (e.g. council tax account number)

Who do we share the information with?

  • Internal/External auditors
  • Cabinet Office – National Fraud Initiative
  • Our payment provider
  • The department to whom the payment relates.

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?

Information is kept for auditing and reporting reasons for the current plus 6 previous financial years.


Who do we collect information from?

Any individual or company that pays us.


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

Payments cannot be taken and we cannot allocate their payment to the correct service.


Are any decision about you made by automatic means?

No.


Last updated: 27 March 2018 (LG)


Third party payroll

Third party payroll

Home > How we use your information > Finance privacy data > Third party payroll



Why we collect information about you?

The details below are collected from third party organisations in order for their staff to be accurately set up on the Council’s payroll software: This will ensure that staff are paid correctly and minimise salary related issues.


What information do we collect about you?

  • Name
  • Address
  • NI Number
  • Date of Birth
  • Sex
  • Gender
  • Post Number
  • Hours per week
  • Bank Details
  • Salary
  • Tax Code
  • NI Code
  • Sickness
  • Email address

Who do we share the information with?

We share the information with HMRC, Gloucestershire County Council Pension Scheme, NEST and the employer who contracted us.


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?

Salary information is stored for the statutory minimum time which is the current tax year, plus six preceding years.


Who do we collect information from?

Information is collected from appointed staff upon commencement of their employment, and current staff as changes occurs.Information is collected from appointed staff upon commencement of their employment, and current staff as changes occurs.


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

Staff would be paid incorrectly, and statutory information supplied to HMRC, The Pension Section and NEST.


Are any decision about you made by automatic means?

The allocation of the payroll number is an automatic process.


Last updated: 27 March 2018 (LG)


Mortgages



Why we collect information about you?

  1. We collect information with regards Tewkesbury Borough Council mortgagees only.
  2. Personal Information is required to administer the mortgage.
  3. Financial information is required in order to ensure that the mortgage payments are made up until redemption.
  4. Tewkesbury Borough Council no longer supply new mortgages, and this data is only kept for current or historic mortgages.

The legal basis for the council to collect this data is a supply mortgage services.


What information do we collect about you?

  1. Name, address, and date(s) of birth
  2. Any personal information which results in a change to the mortgage details i.e. marriage, death, divorce etc.
  3. Bank account details
  4. Details of payments made toward the mortgage
  5. Mortgage deeds are kept up until redemption

Who do we share the information with?

This information is for Council use, although information could be shared with third party solicitor if there are any changes to mortgage details.

Also we are governed by the Housing Act 1985 and the Ministry of Housing, Communities and Local Government who set the interest rates charged.


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?

  1. Mortgage details are stored up until redemption, and is held for auditing and reporting purposes for 6 complete years.

Who do we collect information from?

If we did not collect this information, it would not be possible to administer the mortgages function.


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

We require proof of building’s insurance from current mortgagees as this is part of the mortgage criteria plus we collect bank details from our direct debit payers.

If there is a change in circumstance we require the name of the person who has taken over the mortgage otherwise it will not be in the right name.


Are any decision about you made by automatic means?

Calculations with regards payment of the mortgage are made by the Mortgage Administration Software used by the Council. All other decisions have been made, or will be made by Council staff.   


Last updated: 08 March 2018 (LG)


Insurance claims

Insurance claims

Home > How we use your information > Finance privacy data > Insurance claims



Why we collect information about you?

Information is collected in relation to insurance claims, and any potential insurance claims. Without this information our insurers are unable to assess the claim and determine liability.


What information do we collect about you?

This information will include names, addresses, possibly details of vehicles, and any relevant photographs. Records of any information a claimant sends to the Council will be kept on our files.


Who do we share the information with?

The information will be shared with our insurers who will assess the claim. It is possible that we will also share this information with our insurance advisers to gain their opinion regarding a claim.


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?

Personal injury claims/ incidents information will be kept for 4 years.

When minors are involved we keep the information for 3 years from their 18th Birthday.

Property damage information will be kept for 6 years (if no claim is made).

All claims are retained on electronic files for at least 7 years after the claim is settled or if no claim, from the incident date. This is increased according to their age for claims or potential claims in relation to minors.

All Employers liability policies and certificates are retained in perpetuity.


Who do we collect information from?

Any personal information will be obtained directly from the claimant.


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

If we do not collect this data our insurers will not necessarily be in a position to make a decision with regards liability. This could potentially harm claimant’s chances in being successful.


Are any decision about you made by automatic means?

No. All decisions made with regards insurance claims are made based on investigations in to the information provided to the insurers, and these decisions cannot be made by automated means.


Last updated: 02 March 2018 (LG)


Pay creditors

Pay creditors

Home > How we use your information > Finance privacy data > Pay creditors



Why we collect information about you?

The details below are collected from individuals and companies in order to pay invoices for services or goods provided to Tewkesbury Borough Council as well as contributions or grants.

The legal basis for the council to collect this data is contractual.


What information do we collect about you?

  • Name
  • Address
  • E-mail address (to send invoices & remittances electronically)
  • Vat number
  • Telephone number
  • Bank details (for payment of creditor invoices by BACS)
  • If Construction Industry Scheme applies - unique taxpayer reference (UTR) and national insurance number for sole traders and partnerships.

Who do we share the information with?

  • Internal/External auditors
  • Cabinet Office – National Fraud Initiative

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?

Invoices are kept for auditing and reporting reasons for the current plus 6 previous financial years.

Bank details will be kept for 1 year after the last payment made.


Who do we collect information from?

Any individual or company that supplies us with goods and services or to who we pay a grant.


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

Payments cannot be made and we cannot use them as a supplier.


Are any decision about you made by automatic means?

No.


Last updated: 02 March 2018 (LG)


Payroll - salaries

Payroll - salaries

Home > How we use your information > Finance privacy data > Payroll - salaries



Why we collect information about you?

The details below are collected from individuals in order for Tewkesbury Borough Council Staff to be accurately set up on the Council’s payroll software: This will ensure that staff are paid correctly and minimise salary related issues.


What information do we collect about you?

  • Name
  • Address
  • NI Number
  • Date of Birth
  • Sex
  • Gender
  • Ethnicity
  • Disability
  • Post Number
  • Hours per week
  • Bank Details
  • Salary
  • Tax Code
  • NI Code
  • Next of Kin details
  • Continuous Local Government service
  • Sickness
  • Email address

Who do we share the information with?

We share the information with HMRC, National Fraud Office, Gloucestershire County Council Pension Scheme, Internal / External Auditors and Line Managers (for authorisation & budgeting purposes).


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?

Salary information is stored for the statutory minimum time which is the current tax year, plus six preceding years.


Who do we collect information from?

Information is collected from appointed staff upon commencement of their employment, and current staff as changes occurs.


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

Staff would be paid incorrectly, and statutory information supplied to HMRC, The Pension Section and National Fraud Office would be inaccurate.


Are any decision about you made by automatic means?

The allocation of the payroll number is an automatic process.


Last updated: 02 March 2018 (LG)


Raise debtors

Raise debtors

Home > How we use your information > Finance privacy data > Raise debtors



Why we collect information about you?

The details below are collected from individuals and companies in order for Tewkesbury Borough Council to set up debtor accounts in order to raise invoices for services provided by the council plus to take direct debit payments (where applicable).


What information do we collect about you?

  • Name
  • Address
  • E-mail address (to send all documentation electronically)
  • Telephone number
  • Direct Debit information including bank details

Who do we share the information with?

Internal/External auditors


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?

Information relating to invoicing is stored for the statutory minimum time which is the current tax year plus 6 preceding years.

Bank details relating to direct debits will be kept for as long as you are a current customer.


Who do we collect information from?

Any individual or company that uses our services or supplies us with services and goods.


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

If this data is not collected the Council will not be able to receive monies that are due therefore our services cannot be provided.


Are any decision about you made by automatic means?

No.


Last updated: 02 March 2018 (LG)