General Data Protection Regulation (GDPR)

Who we are and what we do

The Business Rates Department are responsible for administering and collecting all the National Non-Domestic Rates (Business Rates) due from non-domestic properties, within the borough.

This privacy notice explains how we use information about you and how we protect your privacy in the Business Rates Department.

The Business Rates Department is part of Epsom & Ewell Borough Council which is a data controller. We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer, at dpo@epsom-ewell.gov.uk or by calling 01372 732000 and asking to speak to the Data Protection Officer.

As a local authority we have a number of different functions, which are explained in more detail on our Privacy and Cookies page.

What we need

If you trade as a sole trader or partnership we will need to know your full name and contact details. We may also need to know if you are liable for other Non-Domestic properties within England and Wales.

In some cases we will also require your bank account details and we may also request financial details such as your monthly income, expenditure and trading accounts.

We carry out this processing as part of our legal obligation.

Why we need it

We need this information so that we can correctly set up your business rates account and charge you the correct amount, taking into account any exemptions or reliefs you may be entitled to.

We will ask for your bank details if you wish to pay your business rates by Direct Debit or if your business rates account goes into credit and we have to issue you a refund.

If your account is subject to recovery action we will request additional financial information so we can come to an arrangement for the payment of your arrears or to undertake further statutory recovery measures.

If you make an application for discretionary relief we will ask for details of your income and expenditure and trading accounts.

What we do with it

The information that you have provided will be held by us and will only be accessed by authorised council employees.

In addition to administering your Business Rates Account, we are allowed to share data about you with others for a range of reasons. These include when we have to share your data for legal reasons and might result in your data being shared with:

  • the police
  • immigration service
  • National Fraud Initiative
  • Department for Work and Pensions
  • HM Revenue and Customs
  • Courts, tribunals and other regulatory bodies
  • the Electoral Registration Officer
  • the Council’s auditors

We may also use your personal information if it is in your vital interests, where your life is or could be in danger. This will not happen very often, if at all, but it will help to identify and assist individuals whose vital interests are threatened, and /or who need additional support during emergencies or major incidents, for example emergency evacuation.

We will share data about you between council departments so that we can keep your details up-to-date and improve our service to you. We may also share information where we have your prior consent or there is another legal reason for doing so.

If we use a third party to provide you with council services we will pass your details to them in order that they can provide the service. The third party will only be able to use data to provide the services and for no other reason.  

How long we keep it

Your personal data will be removed in line with the legislation governing the administration and collection of National Non-Domestic Rates

What are your rights?

For full details you rights as a data subject please see our Privacy and Cookies Page.