Licensing privacy notice
To be able to serve you effectively City of Lincoln Council need to be able to collect, hold and use your personal data.
How we must use your personal Data
The City of Lincoln Council’s Chief is what is known as a ‘data controller’ of the information you provide and are registered with the Information Commissioner’s Officer. They take your privacy seriously and must use your personal data:
- fairly, lawfully and be open with you about how we use it
- for a particular purpose and we must not do anything with your data which is not compatible with this
- keep your data accurate and delete any inaccuracies without delay
- obtain from you only the data which is necessary
- keep your data only for as long as necessary- 6 years in accordance with the Limitation Act 1980.
- store your data safely and securely
What personal data do we collect from you?
We collect and use your personal data for the following purposes;
- processing licensing applications (licences, permits, notices etc.)
- Making relevant and necessary checks for issuing licences
- logging actions taken
- logging, investigating and updating you about a complaint that you have made
This is necessary in order for us to be able to fulfil our statutory obligations and responsibilities to issue licences and to investigate complaints or concerns.
This includes the use of data such as;
- your name
- your address
- your medical history
- your criminal record history
- details of how your complaint affects you
- Any vulnerabilities you may have
- notes about any relevant circumstances that you have told us about
What legal reason do we have for using your data?
| Legislation | How we use your data |
|---|---|
| Licensing Act 2003 |
When issuing licences:
When dealing with complaints:
We do not share your information with the subject of your complaint without your expressed permission and only when it is crucial to the case. If you agree to provide a statement or attend court it is likely that your information and/or identity will be made available to the subject of the complaint. This will be discussed with you before the information is provided. |
| Gambling Act 2005 | |
| Animal Boarding Establishments Act 1963 | |
| The Dangerous and Wild Animals Act 1976 | |
| Animal Welfare Act licensing of activities involving animals 2018 | |
| Lincoln City Council Act 1985 | |
| The Riding Establishments Act 1964 and 1970 | |
| Scrap Metal Dealers Act 2013 | |
| Local Government Act 1982 (Miscellaneous Provisions) | |
| Police Factories Etc. Act 1916 (Miscellaneous Provision) | |
| The Breeding of Dogs Act 1973 & 1991 | |
| The House to House Collections Act 1939 | |
| Hypnotism Act 1952 | |
| Local Government Act 1976 (Miscellaneous Provisions) | |
| Town Police Clauses Act 1847 and 1889 | |
| Caravan Site and Control of Development Act 1960 | |
| The Air Quality Regulations 2019 (Taxis and private Hire Vehicles Database - England and Wales) | |
| The Business and Planning Act 2020 | |
| Animal Licensing and registering horses on the common |
For the purpose of animal licensing and ensuring animal welfare we may share your information with veterinarian’s or other welfare professionals. Your information will be kept and used in accordance with the Data Protection Act and GDPR. |
The Air Quality Regulations 2019 require us to share vehicle and licence data with DEFRA on a weekly basis. DEFRA may, under contracts or similar agreements, use third party organisations to process the data on its behalf. This will include the creation and provision of the database to support local authorities’ ability to charge in relation to clean air zones. Your information will be kept and used in accordance with the Data Protection Act and UK GDPR.
Additionally you may contact the Licensing Team for support or information about safeguarding or if you wish to report, or are a victim of Hate Crime or Domestic Abuse.
In these circumstances it may be necessary for us to share details with safeguarding partners and/or the police to keep you or others safe.
How long do we keep your data?
In most cases we will keep your data for 6 years after which we will ensure it is securely disposed of. In some circumstances this period may differ.
Data retention schedules >
Who will your personal data be shared with?
Your personal data will not be shared with others without your consent, unless they are processing this on our behalf, or because we are legally required to, for example for the prevention and detection of crime.
The Licensing Team has a number of Information Sharing Agreements with partner agencies such as Lincolnshire Police, Lincolnshire councils, Trading standards and event organisers.
It may be necessary in some cases for us to share your information with our partners to ensure that your request is dealt with in the most appropriate way.
Where information is shared, it is done in accordance with our Information Sharing Agreements, which ensures that your information is shared, stored and deleted in accordance with the legal requirements.
How can you access your personal data?
You have the right to request access to your information, to request that it be rectified if incorrect, to restrict its processing and to its erasure in certain circumstances for example if we are no longer legally required to keep it.
You also have a right to object to its processing when its use is not provided for by law for example to the processing of your email or telephone contact details.
If you want to know more about your rights relating to the personal data we hold about you or you have a complaint regarding the way we have handled your personal information please contact our Data Protection Officer:
You can write to: City of Lincoln Council, City Hall, Beaumont Fee, LN1 1DD
Call us on 01522 881 188 or email dpo@lincoln.gov.uk
If you remain unhappy, then you have a right to complain to the Information Commissioner at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone 0303 123 1113 (local rate) or 01625 545 745 (national rate)
Visit ico.org.uk or email casework@ico.org.uk
Review date: 09/05/2023
