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Privacy Notice - Applicants for Licences

Who we are

We are Spelthorne Borough Council's Licensing Department. You privacy is important to us. We aim for full transparency on how we gather, use, and share your personal information in accordance with the General Data Protection Regulation.

What we need

We will only collect personal data about you which we need to process any application you make (including your name, address, telephone number, email etc) together with records detailing that we have checked official documentation (such as passports) which enable us to clarify you have the right to work in the UK, and criminal record checks. Where applicable, we will also record information that we receive from other responsible authorities (ie the Police). If you aren't applying for a licence but are making a complaint about a premises or individual, we will collect basic personal data about you which gives us the ability to contact you further regarding your complaint.

Why we need it

We need to use personal data so we can get in touch, or carry out checks to ensure applicants are fit and proper to hold a licence - in the interests of ensuring the public with whom they may work are safe. We can also use personal data under many different laws. The main ones for the Council are the Local Government Acts and the Localism Act 2011, but there are many more. You can see the laws Licensing work to in Appendix 1. In many cases there is a law that says we must or can process your data, and that we can do so without your consent or permission.

What we do with it

Your personal information will be treated as confidential but it may be shared with other Council services in order to ensure our records are accurate and up-to-date, and to improve the standard of the services we deliver. We will only use your information in ways which are permitted by the GDPR and the current UK Data Protection law.

Where we are required to do so by legislation or require input from counterparts in other authorities, we may need to pass your personal data on to third parties. These third parties have to keep your details safe and secure, and use them only to help feed back information related to an application you have submitted in accordance with the General Data Protection Regulation (GDPR) and the current UK Data Protection law.

This authority has a duty to protect the public funds it administers, and may use information held about you for all lawful purposes, including but not limited to the prevention and detection of crime including fraud and money laundering.

The Council may also use your information for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share your information with other bodies responsible for detecting/preventing crime including fraud or auditing/administering public funds.

We will not disclose your personal information to third parties for marketing purposes.

You have the following rights:

  • you have the right to be informed via Privacy Notices such as this
  • you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing
  • if you find that the information Spelthorne Borough Council holds about you is no longer accurate, you have the right to ask to have this corrected
  • you have the right - under certain conditions - to ask us to erase your personal data,
  • you may request that Spelthorne Borough Council stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties)

If you require further information about the use of your data or would like to exercise any of the above rights, please contact the data protection officer, please see contact details below.

How long we keep your information

We will keep your information for as long as it is required by us or other regulatory bodies in order to comply with legal and regulatory requirements or for other operational reasons. In most cases this will be a minimum of six years. More information on our retention schedule can be found online.

Use of cookies

The Spelthorne Borough Council Web site use "cookies" to help you personalise your online experience, for more information on this please see our cookie policy.


If you have any concerns about how this Department or the Council is handling your personal data, these can be raised with the Council's Data Protection Officer:

Spelthorne Borough Council, Council Offices, Knowle Green, Staines upon Thames, TW18 1XB Email:

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.

Appendix 1 - relevant legislation

Gambling Act 2005
House to House Collections Act 1939
Licensing Act 2003
Local Government (Miscellaneous Provisions) Act 1982
Police, Factories etc. (Miscellaneous Provisions) Act 1916
Scrap Metal Dealers Act 2012

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