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Home Council Access to Information Privacy Notices Corporate Finance Services - Specific service/function privacy notice

Corporate Finance Services - Specific service/function privacy notice


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Conwy County Borough Council (CCBC) is committed to protecting your privacy. This privacy notice should be viewed alongside the Council’s privacy notice which can be viewed at: www.conwy.gov.uk/privacynotices

The Council is required by law to protect the public funds it administers and so may use any information you have provided for the prevention, detection and investigation of fraud and irregularity, for the performance of a contract, or, task carried out in the public interest, or to comply with a legal obligation.   Part 6 of the Local Audit and Accountability Act 2014 and the Accounts and Audit (Wales) Regulations are the Legal basis.

The following service specific privacy notice applies to the following:

  • Payroll Services.
  • Creditors Services.
  • Insurance and Claims Service.

Payroll Services

Purpose for processing and legal basis

Necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (CCBC)

Information collected:

  • Name
  • Address
  • DoB
  • Gender
  • Ethnicity
  • Disability/Additional Needs
  • Religion
  • Sexuality
  • Contract Details
  • Financial Information
  • National Insurance
  • P45 or Tax Declaration
  • Pension Declaration
  • The Auditor General for Wales

Agencies we might share the information with:

  • HMRC
  • Gwynedd Pensions / Clwyd Pensions

How long we will hold your information:

  • Financial information will be kept for 6 years (plus current year).  If grant conditions stipulate that the information should be kept longer then the information will be kept in line with the terms and conditions of the grant funding body.

Purpose for Processing:

  • Service Delivery
  • Service planning / improvements, prevention and detection of crime/fraud.

Creditor Services

Purpose for processing and legal basis

Necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (CCBC).

Information collected:

  • Name
  • Address
  • Contract Details
  • Financial Information
  • CIS Details/Self Employment Details

Agencies we might share the information with:

  • North Wales Fire Service
  • HMRC
  • The Auditor General for Wales
  • Potential for information to be shared with other services within the Authority 

How long we will hold your information:

  • Financial information will be kept for 6 years (plus current year).  If grant conditions stipulate that the information should be kept longer then the information will be kept in line with the terms and conditions of the grant funding body.

Purpose for Processing:

  • Service Delivery
  • Service planning / improvements, prevention and detection of crime/fraud.

Insurance and Claims Services

Purpose for processing and legal basis

Necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (CCBC)

Information we might collect:

  • Name
  • Address
  • Telephone Number
  • Date of Birth
  • Occupation
  • Accident Reports
  • Incident Details
  • Claims Information
  • Convictions Information
  • Health Reports/Records
  • Financial Information
  • Family Details
  • Employment/Personnel Records
  • Where you have requested other individuals be included, personal information about those individuals.

Agencies/Organisations we might share the information with:

  • Insurance Brokers
  • Insurance Companies who may pass your information to the Claims and Underwriting Exchange Register, run by Insurance Database Services Ltd and/or the Motor Insurance Anti-Fraud and Theft Register, run by the Association of British Insurers.
  • Professional Advisers including, but not limited to, legal firms, solicitors and barristers
  • Courts
  • Police and Other Law Enforcement Agencies.
  • Healthcare Professionals and/or Social/Welfare Organisations
  • Credit Reference Agencies
  • Central Government and/or Other Local Authorities

How long we will hold your information for:

  • We will retain and process your personal information for as long as necessary to meet the purposes for which it was originally collected. These periods of time may be subject to legal or regulatory limitations, or may be set to enable us to manage the service.

Purpose for Processing:

  • Claims Handling
  • Service Delivery
  • Service Planning/Service Improvement
  • Prevention and Detection of Crime and/or Fraud.
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