This Privacy Notice should be read in conjunction with
Colchester City Council’s Privacy Policy.
The Council is responsible for granting and enforcing a wide variety of licenses, certificates, permits and notices across the city of Colchester. This privacy notice give details on the levels of personal information collected and processed covering alcohol and entertainment, gambling and betting, taxi and private hire, animal licensing, food safety and health & safety.
Alcohol and Entertainment
The Licensing team cover all licensable activities and inspections in the city in relation to business that wish to have a licence under the Licensing Act 2003.
Information collected
Personal information around the applicant, premises licence holder, business owner and the DPS (designated premises supervisors) including:
- Name
- Address
- Telephone number
- Email address
- Date of birth
- Financial information
- CRB (DBS) Data
- Personal licence number
Agencies we might share your information with
- Licensing committee
- Police
- The courts
- All responsible authorities
- Other Local Authorities
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is legal obligation. The Council has a legal obligation to grant and enforce licensing for alcohol and entertainment and it does this under the Licensing Act 2003. This includes premises licence applications, premises variations, minor variations, designated premises supervisors (DPS), personal licences, transfer/changes of business details and Temporary Event Notices. The above information is stored securely in ASSURE, our preferred IT Business Rates software management system.
Length of time we keep your information
We will keep your information whilst you have an active license and for 2 years after the license has been revoked, surrendered, or transferred at which point it will be disposed of securely. However, you do have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting
licensing.team@colchester.gov.uk.
Gambling and Betting
Information collected
Personal data around the applicant, premises licence holder, business owner and Premises and Operator licence owner including:
- Name
- Address
- Telephone number
- Email address
- Date of birth
- Financial information
Agencies we might share your information with
- Licensing committee
- Police
- The Courts
- All responsible authorities
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is legal obligation. The Council has a legal obligation to grant and enforce licensing for gambling and entertainment and it does this under the Gambling Act 2005. This includes premises licence applications, premises variations, transfer/change of business details, permits, notifications and lotteries.
Length of time we keep your information
We will keep your information whilst you have an active license and for 1 year after the license has been revoked or transferred at which point it will be disposed of securely. However, you do have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting
licensing.team@colchester.gov.uk.
Taxis and Private Hire
All personal information around applicant, driver and vehicle including:
- Name
- Address
- Telephone number
- Email address
- Date of birth
- Place of birth
- National Insurance number
- Financial information
- CRB (DBS) data
- Car registration number
- Other Vehicle related details
- Insurance
- MOT
- V5
- Utility bills
- Photo ID (passport, Driver Licence)
- All document pertaining to any application
- Group Two Medical information
Agencies we might share your information with
- Licensing committee
- Police
- The courts
- Essex County Council
- Other Local Authorities
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is legal obligation. The Council has a legal obligation to grant and enforce licenses for Hackney carriage and private hire vehicles. This includes applications and renewals operators, drivers and vehicles.
- Town Police Clauses Act 1847
- Local Government (Miscellaneous Provisions) Act 1976
Length of time we keep your information
We will keep your information whilst you have an active license and for 1 year after the license has been revoked at which point it will be disposed of securely.
Where we revoke a driver licence under fit and proper the name and details as to why will be held on record indefinitely as the application for a driver licence is exempt from the rehabilitation of offenders act 1974. The name and details of the revoked or refused driver will be uploaded to the National Register of Taxi and Private Hire Licence Revocations and Refusals (NR3).
You do have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting
licensing.team@colchester.gov.uk.
Animal Licensing
Personal details of applicant (to appear on licence), property details and animals kept:
- Name
- Address
- Telephone number
- Email address
- Date of birth
- Convictions under the act
Agencies we might share your information with
- Police
- The courts
- All responsible authorities where requested
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is legal obligation. The Council has a legal obligation to grant and enforce licenses in relation to keeping, breeding and selling animals. We do this under a number of different Acts which include:
- The Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018
- For Animal Boarding for Cats and Dogs (including Home boarding, Kennels and Day care
- Sale of Animals
- Horse riding Establishments
- The Performance of Animals
- The Breeding of Dogs
- Zoo Licence Application (The Zoo Licensing Act 1981)
- Dangerous Wild Animals Application (The Dangerous Wild Animals act 1976)
Length of time we keep your information
We will keep your information whilst you have an active license and for 6 years or 2 full cycles after the license has been revoked, expired or surrendered at which point it will be disposed of securely. However, you do have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting
food.team@colchester.gov.uk.
Food safety
The food safety team carry out inspection in the city in all food related outlets from small businesses to authorised processes they also deal with food poisoning, infectious diseases, food outbreaks and investigations. They also carry out licensing activities for animals, pleasure boats, caravan sites, tattooing, electrolysis and acupuncture. Personal details of applicant (to appear on licence), property details and animals kept are as follows.
- Name of business owner
- Business address
- Home address of business owner
- Contact details of business owner
- Contact details of persons involved in investigations such as food poisoning outbreaks
- Food handlers' information, qualifications, age and address
- Personal information
- Medical information in relation to food poisoning or infectious diseases
- Date of birth
Agencies we might share your information with
- Police
- The courts
- Food Standards Agency
- Public Health England
- Other Local Authorities
- Primary Authorities and the BEIS
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is legal obligation. The Food Safety team visit all food outlets in the city. We are required to collect the above information to ensure that they comply and we operate under the following laws/regulations:
- Food Safety Act 1990
- The Food Safety and Hygiene (England) Regulations 2013
- Regulation (EC) No178/2002
- Regulation (EC) No852/2004
- Regulation (EC) No853/2004
Length of time we keep your information
We will keep your information whilst you have an active license business and registration and for 2 years after the registration/business has closed or been transferred to a new owner at which point it will be disposed of securely. It should be noted that other processes such as Environmental Health Certificates will be kept for 12 years and Food Hygiene for 6 years. However, you do have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting
food.team@colchester.gov.uk.
Health and safety
The Health and Safety team carry out targeted Investigate accidents, investigate safety and welfare complaints, receive statutory inspection reports, and asbestos notifications in relation to businesses in the city in all businesses that Colchester City Council are the enforcing authority for. Personal details and business details are retained:
- Name of business owner
- Business address
- Home address of business owner
- Contact details of business owner
- Contact details of persons involved in investigations and accidents (name, date of birth)
- Medical information relating to the case
Agencies we might share your information with
- Health and Safety Executive
- Police
- The courts
- Other Local Authorities
- Primary Authorities and the BEIS
- CQC
The purpose and lawful basis for processing
The lawful basis for the processing of your personal data is legal obligation. As the Health and Safety Team, we are required to collect the above information to ensure that duty holders they comply with the relevant legislation, and we operate under the following laws/regulations:
- Health and Safety at Work etc Act 1974
- Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) made under the 1974 act
Other legislation
The Licensing, Food Safety Team carry out processes in relation to other licensable activities included below.
- Pleasure Boat licence Public Health Amendments Act 1907
- Tattooing, electrolysis and acupuncture Local Government (Miscellaneous Provisions) Act 1976/1992 as amended
- Sex Establishments Local Government (Miscellaneous Provisions) Act 1982 as amended by the Police and Crime Act 2009
- Scrap Metal Site licence and Collectors licence Scrap Metal Dealers Act 2013
- Smoke Free, Health Act 2006
Information collected
Personal information around the applicant, licence holder, business owner including:
- Name
- Address
- Business details
- Telephone number
- Email address
- Date of birth
- Financial information
- CRB (DBS) Data
Agencies we might share your information with
- Licensing committee
- Police
- The courts
- All responsible authorities
- Other Local Authorities
- Primary Authorities and the BEIS
Length of time we keep your information
We will keep your information whilst you have an active license, investigation or case and for 2 years after the license has been revoked at which point it will be disposed of securely. Please note if there is a prosecution then the details will be kept indefinitely. However, you do have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting
food.team@colchester.gov.uk or the
licensing.team@colchester.gov.uk.
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.
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 on this notice. We encourage you to periodically review this notice and to be informed of how Colchester City Council is protecting your information.