Licensing

1. The purpose for which we use your personal data

The information we collect about you is used to:

• Process and decide on licence/permit applications
• Process notices
• Provide public register information
• Investigate complaints
• Conduct regulatory enforcement activity, including with partner agencies

The legal basis for the processing of your information is to comply with our legal obligations under the following:  

• Licensing Act 2003
• Gambling Act 2005
• Local Government (Miscellaneous Provisions) Act 1976
• Town Police Clauses Act 1847
• Local Government (Miscellaneous Provisions) Act 1982
• House to House Collections Act 1939
• Police, Factories etc. (Miscellaneous Provisions) Act 1916
• Hypnotism Act 1952   

We collect and use information about your health and other special category (sensitive) personal data because it is necessary for the purpose of exercising functions under the legislation referred to above.  We process information about criminal convictions for reasons of substantial public interest, also on the basis of this legislation.

If you do not give us the information we need when we ask for it, this may result in the Council being unable to determine your licence or permit application, process your notice or comply with our statutory obligations.

2. What type of information do we use?

We collect the following types of personal data about you to deliver this service, depending on your circumstances:

• Name
• Address
• Date of birth
• Gender
• Unique reference number
• Telephone number
• Email address
• Bank/payment details
• Employment and education details
• Images/photographs
• Vehicle registration number
• Information about your health
• Your racial or ethnic origin
• Criminal convictions and offences

3. Do we use information received from other sources?

To provide this service, we collect information directly from you but also receive information from the following external sources, depending on the type of licence:

• The Fire & Rescue Service
• The Police
• Disclosure & Barring Services
• NHS local health boards
• Immigration services
• Foreign Embassies if you are a foreign national or have lived abroad
• National Fraud Initiative
• Department for Work & Pensions
• HM Revenue & Customs
• DVLA
• Other local authorities

We also receive information from the following Council services:

• Environmental Health
• Trading Standards
• Planning
• Children’s Services
• Resources
• Highways
• Events Safety Advisory Group
• Chief Executive’s department

The following types of personal data are obtained, depending on the licensing activity:

• Name
• Address
• Date of birth
• Gender
• Employment and education details
• Images/photographs
• Vehicle registration number

We also receive personal data from the Disclosure & Barring Services and Police regarding criminal convictions and offences.  The Police also provide other relevant information such as reports of incidents.

NHS local health boards are also consulted on drivers’ licences and may provide us with information about your health.

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

We don’t transfer any other information about you outside of the UK.

5. Who has access to your information?

We share your information with the following recipients depending on your circumstances:

• The Fire & Rescue Service
• The Police
• Disclosure & Barring Services
• NHS local health boards
• Immigration services
• Foreign Embassies if you are a foreign national or have lived abroad
• National Fraud Initiative
• Department for Work & Pensions
• HM Revenue & Customs
• DVLA
• Other local authorities

Where an application or issue has to be considered by the Council’s Licensing Committee or a sub-committee, information about you will be heard in public.

There are other specific situations where we may be required to disclose information about you, such as:

• Where the Council is required to provide the information by law
• Where disclosing the information is required to prevent or detect a crime
• Where disclosure is in the vital interests of the person concerned

6. How long we will keep your information

We will keep your information for as long as the licence exists or up to 6 years after registration or entitlement lapses or in the case of authorisations for larger events we may keep the information for up to 20 years, in accordance with the Council’s Retention Guidelines.

7. Your Data Protection rights

You have the right to:

• Obtain access to the personal data that Carmarthenshire Council is processing about you
• Have any inaccurate or incomplete information rectified (corrected)
• Withdraw your consent to processing, where this is the only basis for the processing
• Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

• Object to the processing of your personal information
• The erasure of your personal data
• Restrict the processing of your personal information
• Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website.