This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
Municipal Buildings
West Bridge Street
Falkirk
FK1 5RS

Frequently asked questions


Why do we collect this information?

The information is being collected for the following purpose:

  1. The levying, administration and collection of Council Tax.

The legal basis each purpose is set out below:

Legal basis Purpose
Consent  
Performance of a contract  
Legal obligation 1
Vital interests  
Task carried out in the public interest 1
Legitimate interests  

The main statutory provisions are the Local Government Finance Act 1992 (the 1992 Act) and The Council Tax (Administration and Enforcement) (Scotland) Regulations 1992.


What information do we collect about you?

We collect:

  • Your name
  • The name of any adults aged 18 or over living in the house
  • Your address (old and new)
  • Your relationship to the property. For example, as an owner or a tenant
  • Relevant dates. For example, when you or someone else moved in, moved out of, sold or bought a property
  • Whether the property is furnished or unfurnished, occupied or unoccupied

We are responsible for implementing various council tax discounts and exemptions, and applying means-tested reductions through the council tax reduction scheme. These require additional supporting information to be supplied before they can be awarded, for example, a student discount/exemption would require certification from educational establishment. For Council Tax Reduction, which is means tested, details of household income, and some times capital, are required.

We keep copies of your communications with us and our responses. With your consent we may also hold your bank details, email address and telephone number depending on how you choose to pay and communicate with us.


Where do you collect information about me from?

The main sources of personal data are:

  • Yourself
  • Another resident at your home
  • A former occupier of your home. For example, where you have bought a house the seller (or their solicitor) will normally inform the Council of the sale
  • The Assessor for Central Scotland
  • The Council's own records
  • Another local authority

Who might we share your information with?

The Council has a duty to protect public funds. Details are checked within the Council for the prevention of fraud and verification purposes. Information will only be shared with other bodies where the Council is required or permitted to do so by law. Potential recipients include:

  • Sheriff Officers. We contract out the recovery of unpaid council tax, where that debt is subject to a summary warrant. This information cannot be used by the sheriff officer for any other purpose.
  • The Assessor for Central Scotland. The Assessor prepares the valuation lists of all dwellings. The level of Council Tax chargeable is based on the valuation of the property
  • Scottish Water. We collect water services charges on their behalf
  • Audit Scotland, who leads the National Fraud Initiative (NFI) in Scotland
  • The Department of Work and Pensions (DWP)
  • HM Revenues and Customs (HMRC)
  • Other local authorities in relation to the administration and collection of Council Tax
  • Regulatory and law enforcement bodies (for example, the Police) where necessary and proportionate to their investigations
  • Scottish Government requires statistical information at postcode level for the purposes of analysing how Council Tax is working (for example, in the take up of discounts and exemptions)

We do use contact information within the Council to communicate with some owners about common repairs in former Council properties. The Council considers this is a legitimate interest.

The Council may use data processors such as credit reference agencies for data matching, for example, to check entitlement to the single person’s discount. Data matching is only used to check for inconsistencies. No assumption is made or action taken without further investigation, usually with the individual concerned. We use other data processors, for example, for the printing of annual Council Tax demands.

The Council may also rely on its power to advance well-being, under the Local Government In Scotland Act 2003, to inform citizens of public services or other matters of public interest.

The Council uses a Civica software system to process Council Tax data. All data is held on Council secure servers.


Do you use any automated processes to make decisions about me?

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.


Will we send your information outwith the UK?

The Council does not transfer your data Council Tax data outwith the UK. If it were to make such transfers, it would only be with appropriate safeguards.


How long do we keep hold of your information?

We keep your information for as long as necessary to fulfil the purposes we collected it for. As a guide, we keep correspondence for a maximum of six years. No maximum period is set for liability data (meaning who was council tax payer at any given time since 1993) or property data (meaning the band of the property at any point since 1993), as this is required to facilitate refunds which can be created by retrospective band reductions.

Please contact the Data Protection Officer if you would like more detail.


Do I have to provide my personal data to you?

Yes. Individuals have a statutory obligation to provide the information referred to above (the main categories of data used) sufficient to allow the Council to make an assessment. This is under the 1992 Act and related Regulations. If you do not provide the information when requested, it may affect your assessment for Council Tax and could result in a penalty.


What are my rights in relation to the information held about me?

You have the following rights:

  • To see any information held about you by making a subject access request.
  • To withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

Do I have a right to complain about the way information has been used?

If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire
SK9 5AF
0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

This notice was last updated in May 2018.