Licensing privacy notice

1. Council contact details

1.1. West Northamptonshire Council
Registered Office:
One Angel Square
Angel Street
Northampton
NN1 1ED

Telephone: 0300 126 7000

The Data Controller is West Northamptonshire Council

ICO registration number: ZA896620

The Licensing team can be contacted by email at l[email protected].

1.2. This privacy notice sets out the information for the Council’s Licensing Service which covers:

Licensing Applicants - taxi driver or vehicle and operator licenses, premises licences, gambling permits, animal welfare licences, and other forms of licences and registrations
We also carry out project work to educate others about regulatory processes, protect the environment and improve health

2. Information that we hold

2.1. Information about the types of data we collect to deliver this service.
The personal and special category data we collect varies according to the purpose of the contact.

Applications for our services are not restricted to people living or working in Northamptonshire. Anyone is entitled to contact the Council about our service.

The information we hold may include:

General Information

your name (including forename and surname)
your address (including postcode)
your telephone number(s)
your email address
payment details when using our online payment system which are held securely and encrypted in the Council’s Financial systems
Unique Identifier (i.e. NI number or similar)
imagery (photographs & video footage
land ownership details
occupier details
tenancy arrangements
applicants’ nationality and entitlement to work in the UK
applicants criminal record
applicants’ medical history
personal documents will be checked and copied, including bank records. driving licences, vehicle logbook, insurance details and passports, amongst others
details of licensed vehicles and their ownership
Representations - when submitting a representation in relation to a Licensing application your details will be shared with the applicant and may be published on our website should a hearing be required. Please bear this in mind when submitting any representation.

3. How and why your information is collected and used

3.1. How we collect this personal information

Most of the personal information we process is provided to us directly by you in the following ways:

face to face
reports
application form
web forms
telephone
email or in writing

3.2. Why we collect your information

There are several reasons why we need to collect and use your personal information

We process personal data to deliver public tasks outlined in several pieces of legislation. We also provide statutory services in our role as regulators and educating others about regulatory processes to protect the environment and improve health.

For a full list please contact us at [email protected].

The information we collect, and store is also used to provide an auditable record of service delivery and enables us to contact people initiating reports/issues to request further information or provide updates.

Whenever we collect information, we always limit this to only the details that are needed. We ensure that data is used and stored safely and securely. We require anyone we share information with, or who uses it on our behalf, to do so too.

All our staff have received training on data protection and information security.

3.3 Lawful processing

We rely on the following lawful reasons to process your person data in the Property Response Service.

UK GDPR Article 6

UK GDPR Article 9

(g) public interest based in domestic law

4. What we do with the information

4.1. How we use your personal information

Section 1.2 above outlines how we use your information.

The information will only be used for the purposes stated when it was collected. Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

4.2. Who we share your information with

In order to deliver a range of services, to undertake our statutory and non-statutory duties as a regulatory authority and for us to deliver associated projects or programmes, it is often necessary for us to share information across the council, with our contractors or agents, with Elected Councillors and Parish Councils and with other partner agencies and government departments such as:

Senior managers within our organisation
Front line staff within our organisation
Police, Fire and Rescue and Ambulance service
Other Authorities - Department for Environment, Food & Rural Affairs (DEFRA), Environment Agency, Driver & Vehicle Licensing Agency (DVLA), National Highways, Health and Safety Executive, Public Health England, Royal Society for the Prevention of Cruelty to Animals (RSPCA)
Private Hire Operators, drivers or businesses being complained about in certain circumstances but only with prior consent of the complainant
Other teams within our organisation such as social services, revenues and benefits, school transport team etc.
General Practitioners (GP’s) or medical professionals and their respective professional bodies
the National Register for Refused and Revoked taxi/PHV licenses (NR3), and other local licensing authorities to assist in the investigation of potential criminal activities.

When we publish information in public, we will follow procedures that we have in place to remove personal data associated with the record wherever possible.

We will share personal information with law enforcement agencies or other authorities only if required by applicable law and in accordance with UK GDPR and the Data Protection Act 2018.

4.3. Automated Decision making

We do not use automated decision making for this processing. Automated decision-making is where decisions are made about you without any human influence on the outcome.

These may affect your legal rights or have an impact on your circumstances, behaviour or choices.

5. How long we keep your information for and how we securely dispose of it after use

5.1. Information about how your personal data is kept

We only keep information for as long as it is needed in line with the council’s retention schedule. This will differ according to the type of information we hold and its purpose.

It will be based on either a legal requirement (where a law says we have to keep information for a specific period of time), a regulatory requirement or accepted business practice.

5.2. We will securely dispose of your information in line with the Council's Retention Schedules

6. How we store your information

6.1. Physical (paper) records and electronic information

Some regulations state that we must have a register of information that has been provided to us. These registers will only contain details that are required to be public.

Details of what public registers the team publish and the information they contain is detailed below:

Gambling

register of licences issued under the Gambling Act 2005
includes: small society lotteries, adult gaming centre licensed premises, gambling alcohol licensed premises, gambling betting licences, bingo, club machine permits, and notifications of intent Register is available on this website

Licensed Premises

register of licences issued under the Licensing Act 2003
premises licences; club premises licences; personal licences; temporary event notice notifications
register is available on the website

Licensed Drivers / Vehicles / Operators

register of people licensed to drive a private hire vehicle or hackney carriage vehicle
register of people/businesses holding a private hire and/or hackney carriage vehicle licence
register of people/businesses holding private hire operator licences
register of people/businesses holding a private hire and/or hackney carriage vehicle licence for wheelchair accessible vehicles
registers are available on the website

Scrap Metal Dealers

The following legislation includes provision for the public to have access to information we hold:

Data Protection Act (DPA)/General Data Protection Regulations (GDPR)
Environmental Information Regulations (EIR)
Freedom of Information Act (FOIA)

Digital data is securely stored on the council’s computer network or on cloud severs in the UK, EEA and in countries with adequacy or that have a regulator approved Privacy Framework (such as the USA).

7. Your data protection rights

7.1. The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Privacy Policy for further information.

7.2. Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

8. Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2. If you are still dissatisfied with how we have used your data once you have made a complaint through the council’s internal complaints procedure you have the right to complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

9. Changes to this Service Privacy Notice

9.1. Privacy notices are live documents and will be updated or revised periodically in line with service changes and/or new legislation requirements.

This privacy notice was last updated 28 July 2025

The update reference number is: PNS/25/043/E

Last updated 29 July 2025