Privacy Notice and Data Protection

Privacy Notice for the Revenue and Benefits Department

This privacy notice is to be read in conjunction with the full privacy notice.

This privacy notice sets out how the Revenue and Benefits Department at the London Borough of Sutton will use and process your information.

What type of information is collected about you?

  • contact details; including name, address, email address, telephone number
  • date of birth
  • proof of identity
  • national identifiers such as; NHS number and NI numbers
  • information about your family
  • IP address and information regarding what pages are accessed and when
  • lifestyle, social and personal circumstances
  • the services you receive
  • financial details for purposes of receiving or making payments
  • employment details (when you apply for jobs
  • housing information relating your Council tenancy
  • visual images, personal appearance and behaviour
  • licenses or permits held
  • business activities

We may also collect sensitive personal data that may include:

  • physical or mental health details
  • racial or ethnic origin
  • gender and sexual orientation
  • trade union membership
  • political affiliation and opinions
  • offences (including alleged offences
  • religious or other beliefs of a similar nature
  • criminal proceedings, outcomes and sentences

We need your information for the following services and functions:

Your information will be used for the functions of the Revenue and Benefits Department. The services we provide are:

  • Housing Benefit
  • Discretionary Housing Payments
  • Council Tax and the Council Tax Reduction Scheme (CTRS)
  • Business Rates
  • Local Social Welfare Schemes
  • Council Tax rebate (Energy Rebate)

We will also use your information for our wider functions which are:

  • the prevention and detection of benefit fraud and any other crime
  • to administer non-payment claims of council tax
  • to protect public funds in investigating misuse of public money

Who your information may be shared with:

We may share some of your information, for example your name and address, internally with other departments in the Council if this:

  • helps you to access services more easily
  • promotes the more efficient and cost effective delivery of services
  • helps recover monies owed to the council

We match Council Tax data with Electoral Registration records.

We are required by law to participate in National Fraud Initiative (NFI) data matching exercises. Council Tax information may be provided to the Audit Commission for NFI purposes and will be used for cross-system and cross-authority comparison for fraud prevention and detection

We will also share our data with companies who undertake data matching exercises for Single Person Discount, this is to identify discrepancies. We also share our data through LOCTA - the Local Authority Council Tax data sharing hub, who locate debtors who no longer reside in the council.

We may also receive/share your information with:

  • the Cabinet Office
  • the Department for Work and Pensions (DWP)
  • the Home Office
  • external credit agencies
  • external bailiff companies
  • the Office National Statistics (ONS)
  • HMRC
  • the Valuation Office Agency (VOA)

The legal basis for processing your information

We have statutory authority to collect and process your personal information for the provision of our service, your consent therefore is not required to process your information. Where the service is optional, we will not process your information until you have consented to receive the service. Once we have your consent for the service, your information will be processed under our statutory authority to provide the service.

We will use your information to:

  • Process housing benefit and council tax reduction claims - a legal obligation.  (The Council sometimes needs information about people other than the person who has applied for a benefit or service to work out what that person is entitled to. For example, where a person makes a claim for housing benefit or council tax reduction, we need information about other people who live in the same household to work out how much the person will be paid.)

  • Collect council tax and business rates - a legal obligation.

  • Text messaging reminder service - with consent.
  • Administer discretionary housing payments and local social welfare schemes - a legal obligation, public task.
  • Participate in the National Fraud Initiative and other data matching exercises - a legal obligation, public task.

How long will we keep your information

We will retain your information for the period in which your information is being used for service provision or for our wider functions including debt collection. We have legal authority to process your information; your right to be forgotten does not apply to our functions and services.