Search site
»

Licensing Services Privacy Notice

Licensing Services Privacy Notice

The Licensing team of New Forest District Council (NFDC) is committed to protecting and respecting your privacy when you use our services. This privacy policy sets out how and when we use any personal information that we collect about you when you use our services, the conditions under which we may disclose it to others and how we keep it secure.

When you contact us to access our services, apply for a licence, registration or permit or we contact you as part of an investigation we may ask you for certain personal information in order to be able to assist you with your enquiry or to enable us to investigate fully. Some of this information will be recorded and stored on our systems.

What information do we collect about you?

When you apply for a licence, registration or permit we require a range of details including name, contact details, such as your address, email address and telephone number. In some cases we also require national insurance number, birth details, bank account details (scrap metal dealers), address history, current employer and employment history. If you choose not to supply the required information we will not be able to progress the application.

If you make a representation on a licensing application, review or other licensing matter, the Council will collect information about you including your name, contact details, such as your address email address and telephone number. We will also collect personal data which you choose to include within your representation.

Right to work in the UK

Personal and premises licence holder applicants  and taxi driver applicants are required to submit documents to prove that they have the Right to Work in the UK. These documents will include nationality and residence information.

Taxi and scrap metal dealer licensing

To ensure that applicants can be considered to be fit and proper, background checks are required and the Disclosure and Barring Service will be issued with a request for the criminal conviction history of each applicant.

Taxi licensing

A medical assessment is also required from the driver applicant's GP and this may contain personal information regarding medical conditions.

We will gather this information because it is in the public interest to provide information for safeguarding the public. If you choose not to supply the requested information, we will not be able to progress an application or renew a licence.

How will we use the information about you?

We will use this information to process applications, remind licensees of renewals and investigate complaints.

If you have made a representation on a licensing application, review or other licensing matter, we will use your personal data in the administration of that matter.

Your personal data may be included within public Committee documentation where this is required in accordance with the law and/or the Council's procedures.

We will not use your information for any marketing purposes.

 

 

How do we store your information, and for how long?

The information we collect is carefully stored electronically.

We will hold completed application forms and supporting documents during the lifetime of the licence. Once the licence has lapsed, been surrendered or revoked it is retained for seven years. This is in line with our retention policy.

Representations made on a licensing application, review or other licensing matter, will be retained for the lifetime of the licence.

Where a public hearing is held in relation to an application or representation you have made, your personal data will be included within the relevant Committee documentation and retained in perpetuity.

When and why we share your information

We do not share your information with anyone else unless we are required to do so by law or it is necessary to provide our services to you.

Below is a list who we may share your information with:

 

Shared with

What and why

Internal

Health and safety

As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act.

Development Control

We may need to pass on information, for example in relation to a new business, where there may be planning implications. As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts.

Environmental Protection

As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts.

Legal Services

We may share information with legal services to obtain advice if we are considering taking legal action.  

Food safety team

We may share information on licensed premises to assist the team with an investigation.

External

Hampshire County Council

Trading Standards 

As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act.

Hampshire County Council

Children's Services departments

As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts.

New Forest National Park Planning Authority

As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts.

Hampshire Fire and Rescue

As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts.

Public Health

As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act.

Police

As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts.

We may also share licensee's information to assist with the protection of the public.

Home Office

As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act.

To ensure that applicants have the Right to work in the UK.

Maritime and Coastguard Agency

 

As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act.

HMRC

As a Responsible Authority under the Gambling Act 2005 applications and information will be shared to ensure that the legislative obligations are met under the Act.

Personal data will also be provided when required under the Finance Act 2011.

Gambling Commission

As a Responsible Authority under the Gambling Act 2005 applications and information will be shared to ensure that the legislative obligations are met under the Act.

DEFRA

 

Copies of zoo applications are provided and arrangements made for inspections.

Environment Agency

Details of Scrap Metal Dealers are provided for the Environment Agency register. We may also share information on licensed dealers to assist with any investigations.

Nominated vet

Copies of animal welfare applications are provided and arrangements made for inspections.

Other Local Authorities

We provide confirmation of personal or driver licence holders to other Licensing Authorities.

Disclosure and Barring Service

Personal details submitted on criminal conviction DBS applications forms-Driver, scrap metal dealer and personal licence holder applicants.

Other persons

Where a public hearing is held in relation to an application or representation you have made, your personal data will be included within the Committee documentation and served on all other parties to any hearing in accordance with the law. The Committee documents will be published on the Council's website. Personal telephone numbers, email addresses and signatures will usually be redacted.

 

 

 

What are our legal grounds for processing your information?

  •  With your consent;Where it is in the public interest to do so;
  • To comply with a legal requirement - for example processing licence/registration or permit applications;
  • Where it is in the legitimate interest of NFDC to do so; for example where there may be a risk to the public;
  • With your explicit consent or where there is substantial public interest. For example when dealing with sensitive issues, such as medical or safeguarding issues.

When we rely on your consent or explicit consent and you wish to withdraw this consent, you can do so by contacting us at the address above or on licensing@nfdc.gov.uk

Further information and how to contact us

We work hard to ensure that we only gather information that we need to, to deliver the services that you entitled to in the best way possible. However, if you have any concerns you can contact us by email licensing@nfdc.gov.uk telephone 023 8028 5505, or write to Licensing Services, Appletree Court, Beaulieu Road, Lyndhurst, Southampton, Hampshire, SO43 7PA.

The Council's Information Rights Policy at newforest.gov.uk/article/18215/gdpr sets out your rights in relation to your personal data, including your rights to see information we hold on you and the other rights you have in respect of how we process your information.

If you are concerned or unhappy with our use of your personal information you have a right to complain to the Information Commissioner's Office (ICO) at https://ico.org.uk, email: casework@ico.org.uk  or by telephone: 0303 123 1113.

 

Updated: 2 Nov 2018
Powered by GOSS iCM