Accountancy - Treasury Management - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is, Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

You can contact the departments on 01332 643854  or by email at treasury.team@derby.gov.uk for banking payments, including CHAPS and Faster Payments transactions. 

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

We collect personal and financial information required to process banking payments, including:

• name and contact details
• bank account details, such as account number and sort code
• payment information, including payment amounts and references
• organisation or business details, where applicable
• transaction and audit records required for security, fraud prevention, and regulatory compliance.

Details of information obtained from third parties?

We may obtain personal and financial information from third parties involved in the payment process, including banks, payment service providers, financial institutions, and organisations submitting payment requests on your behalf. This information is used to verify payment details, process transactions, prevent fraud, and meet legal and regulatory requirements.

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply:

• (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. This will only apply to individual contract i.e. contracts of employment and not other commercial contracts.
• (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
• (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

 We process personal information where necessary to comply with our legal obligations, to perform tasks carried out in the public interest, or in the exercise of official authority vested in the Council, as provided for by Article 6(1)(c) and Article 6(1)(e) of the UK GDPR, together with relevant legislation including the Acts and Regulations listed :

• Data Protection Act 2018
• UK GPDR 2018
• Local Government Acts 1972;  2003
• Data (Use and Access) Act 2025 (DUAA)
• Audit Commission Act 1998
•  Accounts and Audit Regulations 2015
• Localism Act 2011
• The Debt Respite Scheme (Breathing Space Moratorium and Mental Health Crisis Moratorium) Regulations 2020

Other codes of practice:

• Authority’s Constitution Relevant Financial Regulations
• Best Value Accounting Code of Practice
• Service Reporting Code of Practice for Local Authorities
• CIPFA Code of Practice on Local Authority Accounting in the UK
• CIPFA Code of Audit Practice
• The Pre-Action Protocol for Debt Recovery ("the protocol") 2017.

How is your information used?

Your information is used to:

• process banking payments, including CHAPS and Faster Payments transactions
• verify payment and account details to ensure accuracy
• prevent, detect, and investigate fraud or financial crime
• maintain accurate financial and accounting records
• comply with legal, regulatory, audit, and reporting requirements
• manage and reconcile payments made or received through the Treasury Management service.

Payments are processed by this team on behalf of a number of services across the Council. The types of payments process include but are not limited to:

• supplier and contractor payments
• refunds and reimbursements
• grants and funding payments
• emergency and one off payments
• statutory and regulatory payments
• inter department or Council transfers
• property acquisitions.

For more information on how each service uses your data please see our privacy notices.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information

• Council Directorates
• National Fraud Initiative
• Debt Enforcement Agents
• HMRC – for VAT and CIS purpose only
• Police – in relation to suspected illegal activities including Fraud
• Bank
• Supplier risk intelligence software
• BACs payment and Direct Debit processor
• HM Courts and Tribunals Service

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council
• Rectification – you can ask us to correct any incorrect information
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this
• Portability – you can ask us to transfer your personal data to different services or to you
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You should check and update your personal information through Employee Self-Service or by promptly informing us of any changes to the information we hold about you.

Under 13

If you are accessing online services and are under the age of 13, please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical and analytical purposes
• to identify any malicious activity.

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• by phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Alternatively, visit ico.org.uk or email casework@ico.org.uk.