This privacy notice explains how Warwick District Council's environmental health and licensing team will collect, use and share your personal information.

We have a specific privacy notice for taxi licenses. This privacy notice covers other licensing activities undertaken by the Council’s licensing team.

What personal information we collect

We collect and hold information about those:

  • Making an application
  • Contributing to applications, permits and consultations
  • Licence, permit, registration and consent holders
  • Making enquiries and requests
  • Reporting alleged breaches
  • Making a complaint
  • Persons suffering from infectious disease

When we process an application, receive comments or enquiries, they contain a variety of personal information. The types of personal information processed can include:

  • Contact information – name, address, email address, telephone or mobile number, signatures
  • Date of birth
  • Details of occupation
  • National Insurance number
  • Information about health, finances and lifestyle
  • Information that is specific to the licence/application in question such as proof of identity, details of professional qualifications, vehicle registration documents, permits etc.
  • Photographic images
  • Video recordings
  • Sound recordings
  • Information relating to expressed opinions in respect of an application or request for advice/information or an alleged breach of condition(s)/authorisation

Special Category personal data

The personal data we process may include sensitive or other special categories of personal data such as racial or ethnic origin, mental and physical health, details of injuries and medication/treatment received. Criminal data may also be processed. Sensitive, special category and criminal data will only be processed if this is relevant to the investigation or application, for example determining whether an applicant is ‘a fit and proper person’ to hold a licence.

Why we collect and use personal data about you

We will collect information about you so that we can:

  • Deliver public services including understanding your needs to provide the services that you request
  • To confirm your identity to provide some services
  • To prevent and detect crime including fraud
  • To enable us to meet all legal and statutory obligations and powers, including any delegated functions
  • To investigate complaints and take action where necessary, including communications with relevant individuals
  • To inform relevant individuals of the outcome of an investigation, application, enquiry or request
  • To seek your views, opinions or comments as part of investigations or application processes
  • To notify you of changes to our facilities, services, events and staff, and other roles/responsibilities
  • To allow the statistical analysis of data so we can plan the provision of services

The information is collected, used and stored so that we can administer the services and statutory obligations that fall within the remit of the Environmental Health & Licensing Teams.

What is our lawful basis?

Our lawful basis for processing your personal data is the performance of a task carried out in the public interest or in the exercise of official authority vested in us, to comply with our legal obligation or for a legitimate interest. Some of the information collected by us is regarded as special category data, otherwise known as sensitive personal data and criminal offence data. In order to process this information, we rely upon the lawful basis above and Article 9 (2) (g), in that processing is necessary for reasons of substantial public interest. The public interest covers a wide range of values and principles relating to the public good, or what is in the best interests of society. We process personal data because it is necessary to comply with our legal obligations. The laws include:

  • Licensing Act 2003
  • Gambling Act 2005
  • Scrap Metal Dealers Act 2013
  • Local Government (Miscellaneous) Provisions Act 1976
  • Equality Act 2010
  • Local Government (Miscellaneous) Provisions Act 1982
  • Police and Crime Act 2009
  • Police and Factories Act 1916
  • Local Government Act 1972
  • House to House Collections Act 1939
  • Food Safety Act 1990
  • Environmental Protection Act 1990
  • Health & Safety at Work etc. Act 1974
  • Public Health Acts
  • Control of Pollution Act 1974

Who we share data with

To comply with statutory requirements, data may be disclosed to other services within Warwick District Council, and external agencies such as (but not exclusively) Police/DVLA/DVSA, Government agencies and other Local Authorities, Food Standards Agency, Public Health England, Health & Safety Executive, Environment Agency etc. An example of this is establishing an applicant’s right to work in the UK via the Home Office, or ensuring that an applicant is not ‘barred’ from holding a particular type of licence via the Disclosure and Barring Service.

The information you provide in connection with an application will be publicly available on a Statutory Public Register that we have to keep and make available for any member of the public to view. This may include, for example but not limited to, your name, your business’s details, food hygiene ratings, licence/permit/registration/consent number, expiry dates, contaminated land details, Integrated Pollution Prevention and Control (IPPC) details etc.

Your personal email address, home address, signatures, contact numbers, will be redacted from public viewing, but we will hold this information on our database, and it will be available to all relevant staff.

This information may be more widely published on the internet in relation to Food Standards Agency, public licensing and regulatory committee meetings within minutes and agendas relating to your licence/permit/registration/consent application, changes to your licence/permit /registration/consent, or licence/permit/registration/consent reviews.

How long we keep your information for

We only keep information for as long as we need it for the purposes for which it was processed. Your information will be kept in accordance with our retention policy.

Your rights

The GDPR provides the following rights for individuals:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision-making and profiling.

You can view the full details of your rights on our main privacy notice as well as details of the data controller and data protection officer.

To exercise any of these rights, please write to:

Corporate Support Team
Warwick District Council
Town Hall
Royal Leamington Spa
CV32 4AT 

Or, requests for person data can be made online.

Reviewed and updated, 16 September 2021.