Payment Processing Privacy Notice

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy.

This privacy notice covers how Colchester City Council process payments from customers and payments to suppliers.

Information we collect

This privacy notice covers payments made over the telephone (both automated or in person), in person using Chip and Pin, as well as online payments. Payments made to suppliers and/or individuals are via BACS or CHAPS.

• account or reference number
• credit or debit card details (in line with PCI-DSS regulations)
• bank account details
• email address
• name
• address

Supplier set up data collection

In order to set you up as a supplier on our system, we need to collect and process some specific, relevant company information. We take our responsibilities under data protection legislation seriously. In order to process invoices, we need to verify details that you provide with our third-party supplier and for Construction Industry Scheme, we will also need to verify with HMRC.

Agencies we might share your information with

We will share payment information with other internal departments and third parties to recover debt, allocate payment to accounts, or for provision of a service.

We may also share information with our auditors, central government departments or the Police to protect public funds and detect and protect against fraud.

The purpose and lawful basis for processing

The lawful bases for the processing of your personal data is public task and legal obligation. We collect your payment information in order to provide council services to you and for collection of lawful charges.

Your information will be held in the appropriate management system. Only staff and third parties who are entitled to see the information, including our payment provider and they may only use it for the purposes stated.

The information you give us may be used to maintain and improve the services which we deliver, this includes developing and upgrading the systems which we use to process your information.

Length of time we keep your information

We will keep this information in accordance with our retention schedule.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately and operate to the Payment Card Industry Data Security Standard (PCI-DSS).

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date at the bottom of this notice. We encourage you to periodically review this notice and to be informed of how Colchester City Council is protecting your information.