Privacy and the Licensing Act 2003 - Alcohol, Entertainment and Late Night Refreshment Privacy Notice
We have a privacy policy which explains:
- what we do with your data
- how we collect and use data that we are legally obliged to publish
This notice provides additional privacy information for Licensing Act 2003 – Alcohol, Entertainment and Late Night Refreshment. The Licensing Team is responsible for processing applications and payments for the following licences, certificates, and notices. They also ensure holders of these authorisations remain compliant with the relevant legislation and any associated conditions.
- Premises Licences
- Club Premises Certificates
- Personal Licences
- Temporary Event Notices
In order to carry out activities and obligations as the Licensing Team, we may process personal information relating to applicants, persons making representation and persons reporting complainants and incidents. Personal information processed may include:
- Name, including former names
- Title
- Address, residential and workplace
- Telephone number
- Email address
- Date of birth
- Gender
- National insurance number
- Nationality
- Evidence of entitlement to work in the UK
- Payment information
- A photograph of you
- Training you have participated in
- Warnings, advisory notices and sanctions issued to you and related correspondence.
Please note that this is not an exhaustive list. We may also collect, store, and use special categories of personal information, including but not limited to:
- Offences (including alleged offences), criminal proceedings/investigations, outcomes, and sentences.
The main purposes for which we may process your personal information are:
- Processing licensing applications
- Processing payments in relation to licensing functions
- Investigating relevant complaints or enquiries
- Carrying out pro-active enforcement activities to ensure compliance
- Communicating and providing relevant information in relation to licensing changes
- Keeping a public register in relation to the authorisations we have issued
- Preventing and/or detecting fraud and/or crime
- Fulfilling a legal obligation
For persons making representations:
- Your name and, the location of where you live but not the house number, unless absolutely necessary, will be disclosed to the applicant and Members of the Council’s Licensing Sub-Committee. No other contact details will be disclosed.
- As part of the requirements for a transparent and democratic process and in accordance with legal requirements your name will be included in a report which is prepared by the licensing officer and your representation,
- The report will be published online and will be available to the public at least 5 days prior to the hearing and will remain posted on the website with the minutes of the hearing.
- The hearing is webcast and will be open to the public to attend online including the press.
- Your name may be mentioned, your image will appear and your voice heard as part of the hearing if you attend in person.
- The recording will be maintained on the website for a period of 12 months.
- Should you wish to avoid attending the hearing or any publicity you may wish to consider making representations through your ward councillor or parish/town council. In circumstances where you are in fear of the threat of violence or intimidation you may wish to speak to the licensing authority for further advice.
- Legal obligation – where we are required by statute to process your personal information.
If we intend to use your information beyond legal obligations or to exercise specific rights, we will seek your consent to process your information and full guidance will be provided.
In addition to the general reasons for information sharing described in the Council’s primary privacy notice, we may share your information with:
- Applicants
- Thames Valley Police
- Responsible Authorities (as defined by the Licensing Act 2003)
- Internal Council Departments
- Licensing Sub-Committee
- Other Local Authorities
- Home Office
- HM Revenue and Customs
- Safety at Sports Grounds Authority (SSGA)
- Other organisations, where the disclosure is necessary for the purposes of the prevention and/or detection of crime
Please note that this is not an exhaustive list.
We also collect or receive information from other external parties such as:
- Members of the Public
- Internal Council Departments
- Other Local Authorities
- Home Office
- Responsible Authorities (as defined by the Licensing Act 2003)
- Interested Parties (as defined by the Licensing Act 2003)
- Elected Members
- Safety at Sports Grounds Authority (SSGA)
- Disclosure and Barring Service (DBS)
Please note that this is not an exhaustive list.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any future legal, accounting, or reporting requirements. We must continue to retain necessary information in accordance with our corporate records policy to fulfil legal, statutory, and regulatory requirements.
All the decisions we make about you involve human intervention.
You should notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.
Information on the data rights of individuals and how to enact any one of these rights can be found in our privacy policy.
You can change your data rights preferences at any time by logging into your My Account or contacting our Data Protection Officer.