Management of debtors information - DCP
Dorset Councils Partnership – Accounts Receivable Team collects uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Information collected by us
In the course of debt recovery or for the purposes of invoicing and collecting payments for services provided to you, it is necessary that we collect the following personal information from you:
- name, telephone number, e-mail address, address; and/ or
- bank account details if setting up direct debit mandate for invoice settlement
Information collected from other sources
We also obtain personal information from other sources as follows:
- publicly available information from the internet such as business address or other contact information
- contact details gathered from the electoral roll
- contact information gathered by third party agents
How we use your personal information
We use your personal information, in the manners specified below, in order to ensure that we are able to deliver the highest quality service to you:
- we will process your personal data in order to allocate your payments made to the invoice issued to you for services you have received.
- we may also process your personal data for the purpose of issuing electronic invoices, setting up scheduled payment instalments or collecting direct debit as per your mandate where applicable.
Who we share your personal information with
In order to exercise the above activities in an efficient way, we may share your contact details with third party civil enforcement service providers where payments owed to us are overdue. We decide on a case by case basis when to pass a debt on to civil enforcement. A list of third-parties that your data may be shared with can be obtained upon request.
This data sharing enables us to ensure the best service is delivered. We do not anticipate that our data-transferring arrangements will involve a transfer outside of the European Economic Area (EEA).
On occasion we may be required to share personal information with law enforcement or other authorities if required by applicable law. Where this occurs we will attempt to ensure that appropriate safeguards are in place.
We will not share your personal information with any other third party.
Whether information has to be provided by you, and if so why
The provision of the personal data (as set out above) is required from you for the performance of services as contracted or for the performance of a task carried out in the public interest. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
How long your personal information will be kept
We will hold the personal data provided by you for 6 years from when you settle all outstanding debts. We are required to retain such records under statute for audit purposes.
Reasons for collecting and using your personal information
We rely on the following as the lawful basis on which we collect and use your personal data:
- the processing is necessary for the performance of a contract, or at the data subject’s request when taking steps prior to entering into a contract or
- the processing is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority vested in the controller or
- with the specific and informed consent of the data subject