Privacy Notice - Licensing: Licensing complaints and representations

Spelthorne Borough Council will be collecting your data in order to process any enquiries regarding licences.

Complaints and representations to a licence will be considered and held on our system along with any contact information that has been provided.  This information, including any contact information, will be made available to the licensing sub-committee and to the holder or prospective holder of the licence, and any agent.

To be transparent as a local authority, we publish the full text of the comments or representations you have provided however we will redact your name, address, and email address, and this is published on the public facing website.

However, you should not provide any personal data or special category data (previously called sensitive personal data) about yourself in your comments or representations which can identify you to anyone else. You should not write anything defamatory about other individuals or provide their data without their knowledge.

Representations

We are collecting your data for the purpose of processing licence applications. The Licencing Authority will validate representations in line with legislation, which can then be used to comment on prospective and existing licences and may be taken into consideration in the determination of an application.  Your contact details will be used for communication purposes in relation to the representation.  Valid representations will form part of an appendix on the committee report.

We have a legal obligation for processing your data under the Licencing Act 2003 or the Gambling Act 2005.

Your data will be shared with Committee Services, Legal Services and Licencing Councillors (ie the sub-committee). 

We will keep your information for the life of the relevant licence and then for 7 years after the licence is transferred, surrendered, suspended, lapsed, expired, revoked, refused, withdrawn, or not pursued.

You have the following rights:

• You have the right to be informed via Privacy Notices such as this
• You have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing
• If you find that the information Spelthorne Borough Council holds about you is no longer accurate, you have the right to ask to have this corrected
• You have the right - under certain conditions - to ask us to erase your personal data
• You may request that Spelthorne Borough Council stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties)

If you require further information about the use of your data or would like to exercise any of the above rights, please contact the data protection officer, please see contact details below.

If you have concerns

If you have any concerns about how this Department or the Council is handling your personal data, these can be raised with the Council's Data Protection Officer:

Spelthorne Borough Council, Council Offices, Knowle Green, Staines upon Thames, TW18 1XB

Email: data.protection@spelthorne.gov.uk

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

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

Tel: 0303 123 1113 (local rate) or 01625 545745 if you prefer to use a national rate number.

Alternatively, visit ico.org.uk or email casework@ico.org.uk.

They will always expect you to have raised your concerns with us before submitting a complaint.