Privacy statement licensing
This page explains how we use your information to administer our obligations in relation to licensing requirements. This information applies to the administration of the following: Licensing Act 2003, Gambling Act 2005, Hackney Carriage & Private Hire and driver licensing, pleasure boats, charities, sex entertainment venues and sex establishments, animal licensing, film classifications, street trading, skin piercing & tattooing, hypnotism and scrap metal.
Personal information that we hold includes:
- contact details (this will include address, email address and telephone numbers)
- date of birth
- National Insurance Number (where applicable)
- details of any relevant convictions (this include information from DBS checks which are returned to applicant or destroyed after determination of an application)
- DBS checks or outcomes of DBS checks
- identity documents (we will destroy copies of bank statements and other proof of address documents once we have determined your application)
- details of your nationality (where applicable)
- proof of right to work in the UK (where applicable)
- your driving licence details (DVLA or overseas) (where applicable)
- employment history (where relevant)
- details of knowledge tests taken and scores (drivers)
- medical forms and supporting information (drivers)
- vehicle details including registrations and garage tests, insurance documents etc (Hackney & Private Hire)
- complaints made about persons, vehicles or premises and details of investigations
- licences issued to you and premises and details included on them
- information shared with us from other authorities or internal departments
- details of persons making representations in relation to applications
- details of any relevant qualifications held
- evidence relating to enforcement actions which may include prosecutions and reviews and may make reference to individuals and include personal data
Details from payment cards used are encrypted and stored in accordance with requirements.
Why we collect this information
We collect your information for the following purposes:
- we have a statutory duty to regulate matters captured within the regimes referenced above and are required to collect and hold your information in order to fulfil its obligations
- we are required to verify the right to work status of all applicants and we may make enquiries and verify information with the Home Office and the Department for Work and Pensions (DWP)
- where you have indicated to us that you hold qualifications or have passed assessments, we may make enquiries with the relevant bodies
- where you apply for a DBS check, we will securely retain the original copy of this check until your application has been determined (we will then return this check to you unless you request we destroy it for you) - and a copy (or a copy of the result of the check) may be held on your file for the duration of the time you hold a licence with us and for a specified period after
Who we might share your information with
We might share your information in these situations:
- we may share information with other council departments, for example we may share details of licence holders to assist with on street compliance (this includes parking, smoking and littering offences) or other council departments including revenues and benefits, community safety and council tax enquiries
- when the council receive complaints regarding licensees, vehicles or premises, information provided may be stored, including social media postings, photographs and personal details
- the police may inform us if you are arrested or charged with a criminal offence under common law police disclosure and we may use this information to decide if it is appropriate to consider action in respect of a licence or authorisation
- we may share information with other local authorities and other partners to support the delivery of our statutory functions
- when available, we will share details of any suspensions and refusals to a national database and provide details of such to other local authorities upon request as part of their application considerations
- we receive and share information from partners, including Sussex Police, DWP, DVSA, DVLA, Home Office, and other authorities relating to the ongoing fitness and propriety of licensees and as part of the licensing process - disclosures of personal data to law enforcement agencies are permitted by data protection legislation for the prevention or detection of crime, or the apprehension or prosecution of offenders and each request for information will be considered on a case by case basis to ensure the request is carried out in accordance with guidance and statute
- every two years, we are required by law to disclose information regarding personal licence holders to the Cabinet Office (National Fraud Initiative)
- if you contact us and we note your contact details need updating we will do this for you or contact you and advise you what steps you must take
- we may request information from private hire operators regarding their day to day operators including records held
- occasionally the council will provide data (not including personal or identifiable details) for trends and monitoring purposes to outside organisations
- if you contact us by telephone your call may be recorded for training and monitoring purposes
- we may share information with elected members in connection with their duties in accordance with what the law permits
Limited information regarding licensees may be made available to the public where legislation requires such. This includes names of licence holders, details of licences including operating schedules and dates applications have been received. Such information will be provided via a public register when available. Statutory public registers form a permanent record held by the council. In some circumstances the council may publicise details of the name of a licensee that has had a licence revoked or has been subject of other enforcement action.
Where the licensing function publishes registers for which there is no statutory requirement to do so, consent will be sought from the licence holder prior to publishing such information.
Licensing hearings are conducted in public and form part of a public process. In all but a few circumstances they follow a public consultation. Those making representations in respect of applications should expect their name and address to accompany their representation which will be available in the public domain. The Act requires such information to be disclosed to the applicant (and licence holder if different from the applicant) prior to a hearing. The council may publish information relating to hearings into the public domain (including via the www.arun.gov.uk website, this includes application forms, reference documents, and other information provided by parties to the hearing. Any such information will be published in redacted format except where statute specifies certain information should be made available (e.g. the provision of names and addresses of persons making representations in respect of public consultations including applications made under The Licensing Act 2003).
If matters are referred to licensing committee or any licensing subcommittee, completed application forms and accompanying information and any other relevant documents and information will be shared with the Members of that committee or subcommittee for the purposes of making a decision or determination.
Information we provide to you
Where it is possible information will be provided to you in email format. Otherwise we will use standard post. If we need to contact you urgently we will telephone you. We will provide you with updates on applications via text messaging when this service becomes available.
Additional taxi information
The council has a statutory obligation to maintain a convictions register for drivers. This means that any live convictions relating to licensed drivers will be placed on a public register which must be made accessible to the public upon request. It is required that the name and address of the licensed driver is maintained as part of the publicly accessible record.
If an applicant makes a false declaration and convictions come to light, these will still be placed on the register. By making an application to the authority for a licence, you are consenting to this information being published. Once a conviction is spent under the Rehabilitation of Offenders Act 1974, the conviction will be removed from the register.
We may request information from a testing centre regarding the testing of your vehicle and details of the results.
Where you apply for a DBS check, we may make enquiries with our contractor that undertakes this service provision for us to establish if a check has been applied for or has been completed and provided to you.
The Licensing Authority will share information with DEFRA regarding licensed vehicles as required by the Air Quality (Taxi and Private Hire Vehicle Database) (England and Wales) Regulations 2019. The regulations have been made to facilitate the collection of data to used for the purposes of improving air quality.
This means that the authority will regularly be required to send details of vehicles that we license in the Arun area. Details sent will include vehicle registrations, plate numbers and if a vehicle is licensed as a Hackney or Private Hire vehicle. We are required to provide this information so that the Secretary of State can maintain a central register of vehicles. Details of vehicle registrations are not released into the public domain by this authority, however this information will be shared with DEFRA in order to comply with the legal requirement.
DEFRA will be the data controller in respect of the information that is going to be collected, processed and held. We will ensure that information shared with DEFRA is complete, accurate and up to date. We have been advised that the data will be retained for seven years with historical aggregated data being retained indefinitely for scientific purposes. Aggregated data means information which has been collated for monthly reports.
Data retention periods
The council retain your data in accordance with a retention schedule. Below is a summary of some relevant retention periods.
Inspection reports: Retained for life of licence plus 6 years
Noise Management Plans: For life of licence plus 6 years
Representations: Retained for life of licence plus 6 years
Animal boarding records: Retained for life of licence and for 6 years after
Personal file for driver: Throughout the period you are licensed and for 10 years after
Complaints and service requests: 6 years
Convictions register: Maintained until convictions are spent
Premises licensed under Licensing Act 2003 and Gambling Act 2005: Record maintained indefinitely in accordance with public register requirements. Documents will be deleted 6 years after files have been closed.
Street trading records, charities permits, boats, animal licensing and navigators: Records deleted 6 years after closure
Licensed vehicles: Records deleted 6 years after closure
You can also contact our Data Protection Officer by email at firstname.lastname@example.org.
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at: https://ico.org.uk/concerns/.