Privacy Notice
Who we are
We are a Local Authority established under the Local Government etc. (Scotland) Act 1994 and have our Headquarters at Newtown St Boswells, Melrose, TD6 0SA. You can contact our Customer Advice and Support Service by:
- email: CustomerAdvice@scotborders.gov.uk
- phone: 0300 100 1800
Our Data Protection Officer can be contacted using the contact details above or by emailing dataprotection@scotborders.gov.uk
Purpose of the Income Management System
The Income Management system is used to process, record, and manage payments made to ourselves. This includes council tax, bulky uplifts, licensing, planning applications, pay parking, and payments for other local services.
How we will use your information
We will use your information to process and record payments made to ourselves, reconcile payments, to comply with legal and regulatory obligations, and to prevent and detect fraud or other criminal activity. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information we collect
We collect and process a range of information about you.
This includes:
|
Data Type |
Purpose |
|---|---|
|
Customer Name |
Identifies the payer for reconciliation |
|
Customer Address |
May be required for validation and reporting |
|
Customer Email |
Used for payment confirmation and receipt delivery |
|
Receipt Number |
Transaction tracking and dispute resolution |
|
Authorisation Code |
Payment validation with acquirers |
|
Payment Reference |
Ensures transaction linkage for financial reconciliation |
|
Transaction Amount & VAT |
Essential for financial reporting |
|
Imported Payment Data |
External transaction validation and processing |
|
Free-text Fields (if configured) |
Optional additional data entry, subject to customer configuration |
How we protect your information
We take data security seriously. We have implemented appropriate technical and organisational measures to protect your information from unauthorised access, loss, misuse, or disclosure.
Who we may share your information with
Your information may be shared with:
- Internal Council department for the purpose of reconciliation of accounts and/or confirmation that payments have been made
- Law enforcement agencies, regulators or legal advisors where required by law
We will never sell your personal data to third parties.
How long will we keep your data
We require to keep your data for a period of 6 years and this is based on the Scottish Records Retention Schedule for Local Authorities (SCARRS), which is a national recommendation issued by Scottish Council on Archives.
Your rights
You have the right to request access to any personal data held about you by us. You can also 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 Data protection and your rights webpage or alternatively if you would like a hard copy of this information, please contact us.
How to raise a complaint
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
- phone: 0300 100 1800
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 – Scotland 6 Floor, Quartermile One, 15 Lauriston Place, Edinburgh, EH3 9EP
- phone: 0303 123 1115
- Visit the ICO website
Decision-Making
We do not use profiling or automated decision-making processes. Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.
Updates to this notice
This Privacy Notice may be updated from time to time. The latest version will always be available on our website or upon request.