Privacy Notice and Data Protection

This privacy notice sets out how the Kingston and Sutton Regulatory Services at the Royal Borough of Kingston upon Thames and Sutton Council will use and process your information. 

What type of information is collected about you?

• contact details; including name, address, email address, telephone number
• date of birth
• proof of identity
• national identifiers such as; NHS number and NI numbers
• information about your family
• IP address and information regarding what pages are accessed and when
• lifestyle, social and personal circumstances
• the services you receive
• financial details for purposes of receiving or making payments
• employment details (when you apply for jobs or grants)
• housing information 
• visual images, personal appearance and behaviour
• licenses or permits held
• business activities

We may also collect sensitive personal data that may include:

• physical or mental health details
• racial or ethnic origin
• gender and sexual orientation
• trade union membership
• political affiliation and opinions
• offences (including alleged offences)
• religious or other beliefs of a similar nature
• criminal proceedings, outcomes and sentences

We need your information for the following services and functions:

Your information will be used for the  functions of the Kingston and Sutton Regulatory Services. The services we provide are:

• Investigation of complaints of environmental and residential nuisance
• Licensing of premises, places and individuals 
• Food safety and food standards inspections
• Food poisoning investigations 
• Accident investigations in certain premises
• Trading Standards complaints and Investigations
• Property Licensing
• Investigation of complaints about private rented sector housing
• Grants to adapt or renovate properties in the private sector

We will also use your information for our wider functions which are:

• the prevention and detection of offences under our statutory duties and any other crime
• to protect public funds in investigating misuse of public money

Who your information may be shared with:

We may share some of your information, for example your name and address, internally with other departments in the Council or external partners (such as the police) if this:

• helps you to access services more easily
• promotes the more efficient and cost effective delivery of services
• helps recover monies owed to the council
• fulfil our legal duties and obligations (including safeguarding children)

We may check the information you provide with other departments in the Council to enable us to carry out our statutory functions.  

The legal basis for processing your information

We have statutory authority to collect and process your personal information for the provision of our service, your consent therefore is not required to process your information. Where the service is optional, we will not process your information until you have consented to receive the service. Once we have your consent for the service, your information will be processed under our statutory authority to provide the service.

How long will we keep your information

We will retain your information for the period in which your information is being used for service provision or for our wider functions including debt collection. We have legal authority to process your information; your right to be forgotten does not apply to our functions and services.