Finance and Procurement

Tunbridge Wells Borough Council
Mount Pleasant Road
Royal Tunbridge Wells
Kent
TN1 1RS

Email: dataprotection@tunbridgewells.gov.uk

Telephone: 01892 526121

We collect information from you when you visit tunbridgewells.gov.uk and when you communicate with us in any way.

We may also receive electronic transfers of your information from central government departments, mainly the Department for Work and Pensions (DWP) and HM Revenues & Customs (HMRC).

We collect your name, e-mail address and telephone number.

Where necessary, we may also collect your:

• Bank account details
• Birth date
• Property/correspondence address and post code
• Company information, including its registration, accounts, insurance information, TUPE data, health & safety information and tax payments
• CV and other evidence of your professional qualifications
• Council Tax bands
• Council Tax account references and property references
• Direct Debit details where held including sort code and account number
• Information about your criminal record.

Most Finance services, and in fact most Council services, are mandatory; we must offer them by law.

We offer these services in compliance with a legal obligation:

• administering the statutory Energy Rebate Scheme
• carrying out public procurement exercises, including calling for tenders and awarding contracts
• invoicing for goods or services provided or processing payments for those received
• Public Procurement, including calling for, evaluating and deciding on tenders and quotes for services
• The prevention or detection of crime, including fraud

We also process your personal information where it is necessary to the performance of a contract for which a tender is submitted and to meet our legal, compliance and regulatory obligations (such as to respond to a legal claim, summons or regulatory order).

In addition to the above, under UK GDPR we will use your information to:

• combat crime, including fraud,
• for the purposes set out in the Kent & Medway Information Sharing Agreement (K&MISA).

We use your data to invoice for services provided, process payment for goods and services received and for public procurement purposes. We also use your data to assist central Government in administering various funding schemes, including the Energy Rebate and Household Support Fund schemes.

We may share your data with:

• agencies with whom we have a duty to co-operate, such as HM Courts
• other Council services for purposes compatible with those listed
• Central Government for compatible purposes including, but not limited to, the Cabinet Office, and the Department of Work and Pensions (DWP),   Ministry of Housing, Communities and Local Government
• Consultants commissioned by the Council to assist with our procurement process
• Debt collection services
• Maidstone Borough Council/IT on our behalf
• K&MISA signatories, for purposes compatible with those listed
• Members of the public, in accordance with the Council’s duty to publish and
  the Freedom of Information Act 2000
• Other tenderers who have been unsuccessful as part of a debrief
• software providers, including :
  • Amazon Web Services (AWS) 
    Your information will be transferred to Ireland when it is processed by our software provider, AWS.
  • Bottomline Technologies
  • Cammax
  • Capita
  • Civica
  • Granicus
  • OneAdvanced

Crime

We may share your data with these organisations for the purposes of fighting crime:

• Central Government, to ensure your application is genuine
• Destin Solutions
• Intec for Business
• Kent Intelligence Network
• Kent Registrars
• Mid-Kent Fraud and Compliance Partnership
• Police including Action Fraud and other law enforcement agencies
• National Fraud Initiative
• National Anti Fraud Network

What are your rights in relation to the personal information we process?

• Access – you can request copies of any of your personal information that is held by the council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

We keep data only for as long as we need it usually for six years.

We keep information in relation to the following for different periods:

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us.

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

There are no automated decisions in this process.

If you are accessing online services and are aged 13 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

What are cookies and why are they used?

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them at on our privacy and cookies page.

If you would like to make a complaint regarding the use of your personal data you can email Dataprotection@tunbridgewells.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Local rate telephone: 0303 123 1113
National rate telephone: 01625 545745

Website: https://ico.org.uk/global/contact-us.