What information do we need?
The Scottish Borders Licensing Board will act as the ‘Data Controller’ for the personal data you provide to us. The information held by the Licensing Board is managed by our staff, and contained within our systems. The Data Protection Officer, who is responsible for ensuring personal data is managed in accordance with data protection legislation, can be contacted by:
- address: Data Protection Officer, Information Management, Scottish Borders Council, Newtown St Boswells TD6 0SA
- email: dataprotection@scotborders.gov.uk
- phone: 0300 100 1800
The information we collect from you will include details such as your:
- name
- address
- email address
- phone number
- date of birth
- national insurance number (if applicable)
- details of any previous criminal convictions (if applicable)
- previous licence information (if applicable)
Why do we need this information?
Your information is being collected to allow the Scottish Borders Licensing Board to administer the process of applying for licences under the Licensing (Scotland) Act 2005. We need to know the personal data requested on the application form in order to provide this service to you. If you do not provide this information then we will be unable to process your request for a licence. We will not collect any personal data from you that is not needed for this purpose. The lawful basis for collecting your information in these circumstances is compliance with legal obligation, Scottish Borders Licensing Board is required to collect your information in order to carry out the function of providing licences in relation to the Licensing (Scotland) Act 2005. Where we collect special category data this processing is necessary for reasons of substantial public interest for aims that are proportionate and which contain appropriate safeguarding measures.
What will we do with your information?
We will use your information to process your application for a licence. Depending on the type of licence, this will involve sharing your information other parties:
Premises Licence (including provisional)
- Police Scotland
- Licensing Standards Officer
- Environmental Health
- Planning Regulatory Services
- Building Standards
- NHS Borders
- Scottish Fire and Rescue Service
- the Local Community Council and neighbouring properties
Notification of the application will also appear on our website.
Occasional Licence
- Police Scotland
- Licensing Standards Officer
Notification of the application will also appear on our website.
Extension of hours
- Police Scotland
- Licensing Standards Officer
Variation of Premises (major)
- Police Scotland
- Licensing Standards Officer
- Environmental Health
- Planning Regulatory Services
- Building Standards
- NHS Borders
- Scottish Fire and Rescue Service
- the Local Community Council and neighbouring properties
Notification of the application will also appear on our website.
Variation of Premises (minor)
- Police Scotland
- Licensing Standards Officer
- Environmental Health
Substitution of DPM
- Police Scotland
- Licensing Standards Officer
Personal Licence
- Police Scotland
- Licensing Standards Officer
Transfer of Premises
- Police Scotland
- Licensing Standards Officer
Applications for Premises Licence (including Provisionals) and Major Variation of Premises Licence will be considered at meetings of the Scottish Borders Licensing Board along with other applications where valid objections or representations are made. These meetings are open to the public, however some business may require to be held in private. We are also required to publish information in licensing registers, which will include the licence holder and premises manager’s name, and details about the premises. You should also be aware that your data will be stored on servers located within the United Kingdom. We will take all reasonable steps to ensure that your data is kept secure and more information on how we do this can be provided by contacting the Data Protection Officer.
How long will we keep your information?
We will keep your information for the length of time specified within our document retention schedules, and after this period it will be destroyed under secure arrangements.
Automated decision making
No automated decision making will take place.
Your Rights
You have the right to request access to any personal data held about you by us. You can Licensing Standards Officer request that we restrict the use of your information or even object to any further processing. You can do this by contacting the Data Protection Officer. We will respond to your request within 30 calendar days. For more information on your rights please visit our website or if you would like a hard copy of this information, please contact us.
We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact our Data Protection Officer by email dataprotection@scotborders.gov.uk or phone on 0300 100 1800.
However, you also have the right to lodge a complaint about data protection matters with the Information Commissioner's Office (ICO), who can be contacted by
- post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- phone: 0303 123 1113
- website