PN011 - Accounts Payable Privacy Notice
Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.
TCBC Service Area: Resources
Work Area: Financial Services
Contact Details: email@example.com
Privacy Notice Name: Accounts Payable
Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB
If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email firstname.lastname@example.org
This Privacy Notice covers the Council’s accounts payable system and specifically the information required to pay suppliers and individuals.
Who provides your data to the Council?
The personal information we process is provided to us directly by you.
For example, to make a payment the Council will need to process personal data in respect of name, address, and bank account details.
How does the Council collect this information?
The Council collects information in the following way:
What information does the Council collect about you?
The Accounts Payable system collects and processes a range of information about you. This includes:
- Email address
- Telephone No.
- Bank Account information
- Other information provided to make payments to you
Why does the Council process your personal data?
Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: -
(c) We have a contractual obligation
(e) We need it to perform a public task
Special categories of personal data
Although we don’t specifically ask for health information, we may collect this information during the payment process. We collect this under Article 9 of the UK GDPR.
We do not collect any other special category data.
We do not collect criminal data.
Who has access to your data?
Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.
Your data may also be shared externally with organisations to make payments (i.e., BACS) and to evidence payments made. These may include, but not be limited to :-
- Bankers Automated Clearing Service (BACS)
- Paygate Solutions
- Civica UK Limited
- HM Revenues and Customs
- External Auditors
- Grant Paying Organisations
- Audit Commission/National Fraud Initiative
Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.
Is the Data transferred out of the UK?
How does the Council keep your data secure?
The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused, or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.
Data will be stored securely in: -
- Secure Accounts Payable database
How long does the Council keep your data?
The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.
- The Council will retain your data for up to 7 years after the year of processing. Unless the payment relates to European funding in which case the retention period may be longer in accordance with the grant condition.
Are we making automated decisions/profiling with your data?
You have a number of Rights you can exercise:
- Access - to obtain a copy of your data on request
- Rectification – to require the Council to change incorrect or incomplete data
- Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances)
- Withdraw your consent at any time (where consent has been given)
- To know the consequences of failing to provide data to the Council
- To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
- To lodge a complaint with a supervisory authority (Information Commissioners Office)
If you would like to exercise any of these rights, please contact Wendy Edwards, Civic Centre, Pontypool, Torfaen, NP4 6YB email@example.com
The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail Wales@ico.org.uk.
Last Modified: 17/07/2023
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