Coventry City Council Complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.
This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.
Why we collect and use personal data about you
We collect and hold personal information to pay money into your bank account, to collect monies owed from you and to contact you regarding payments.
We also use this information to:
- provide you with necessary and appropriate services
- help us and other Council departments to develop and improve our services
- complete statistical returns to Government departments
- help us test our systems and train our staff
- help us develop and improve our services
- send reports to Government departments
- publish transparency payment data on the Council's website*
- detect and prevent crime
- recover money that has been overpaid to you
- make sure that public money is correctly used
- sending out correspondence
*Note: For suppliers of goods, works and services - the name that your supplier account is set up as will be the name that appears on our transparency reports. You may wish to consult with your own advisor if this would cause concern.
We process personal data because it is necessary to comply with our legal obligations, including:
- The Financial Regulations 2007
- Public Contract Regulations 2015
- Local Government Finance Act 1992 and 1998
- The Localism Act 2011
- The Local Government Transparency Code (all as amended from time to time)
What information do we collect about you?
- names
- addresses
- contact details (including but not limited to email and telephone number(s))
- supplier account information
- contract details
- information required by regulations (such as the Public Contract Regulations 2015)
- bank details
- we may also collect names and contact details of anyone you have appointed to act on your behalf
- we may collect this information from you, or from other organisations such as other Councils, HM Revenues and Customs, Companies House, credit reference agencies, the National Fraud Initiative, other customers, trade and/or sector associations, consultants/technical specialists, auditors and other council departments
Who we share your personal data with
- we will work with AccessPay [https://accesspay.com/privacy-policy/] who provide payment services
- the Cabinet Office (who are a government department), for the purposes of a data matching exercise called the National Fraud Initiative [https://www.coventry.gov.uk/information-governance/data-matching-national-fraud-initiative]. The purpose of the exercise is to detect fraud and error. The Council is legally required to participate in this exercise
- a nominated third-party supplier, Caatalyst [https://www.caatalyst.com/privacy-policy/], to carry out Accounts Payable recovery audits on the Council’s behalf. The purpose of the audit is to identify and recover monies owed to the Council
- a nominated third-party supplier, Oxygen Finance Ltd [https://www.oxygen-finance.com/privacy-policy/], the provider of the Council’s Early Payment Discount system. The purpose is to offer the Council’s suppliers access to a programme facilitating the early payment of invoices
- a nominated third-party supplier, Lloyds Banking Group [https://www.lloydsbank.com/help-guidance/privacy/data-privacy-notice.html], who provide the Council’s purchase card system. The purpose is to offer the Council’s suppliers access to payment option services
- other Council departments - in order to provide and include services and protect public funds
How long will we keep your information?
We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons.
Your Rights
You have the right to:
- ask to see the personal information we hold about you
- ask us to change information we hold about you if it is wrong
- ask us to delete the information we hold about you
- ask us to limit the way we use your personal Information
- ask for human intervention regarding decisions made about you by a computer
- data portability (have your data transferred to another Authority)
- complain to the Information Commissioner’s Office
To exercise any of these rights please contact procurement.services@coventry.gov.uk [mailto:procurement.services@coventry.gov.uk].
Complaints
You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.
If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at:
The Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.
Date of last review: September 2025