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Fair Processing Notice

This notice covers the treatment of personal data that Newcastle-under-Lyme Borough Council may collect when you complete and submit a form (including an online form on our website) and when you write to us or e-mail us.

When completing forms you may be asked for personal information such as name, address, postcode and so on. It is only when you supply this type of information that you can be personally identified.

Information may be collected:

  • To fulfil your request for information or services;
  • To provide and improve our services;
  • As part of the process of consultation;
  • To prevent and detect fraud

Newcastle-under-Lyme Borough Council has a duty to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds or where undertaking a public function, in order to prevent and detect fraud.

The Cabinet Office is responsible for carrying out data matching exercises.

Newcastle-under-Lyme Borough Council participates in the Cabinet Office's National Fraud Initiative. This is a data matching exercise to assist in the prevention and detection of fraud. The Council is required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise, such as:

  • payroll
  • trade creditors' payment history and trade creditors' standing data
  • housing
  • housing benefits (provided by the DWP)
  • council tax (required annually)
  • electoral register (required annually)
  • transport passes and permits (including residents' parking, blue badges and concessionary travel)
  • insurance claimants
  • licences - taxi driver and personal licences to supply alcohol

The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.

Data matching by the Cabinet Office is subject to a Code of data matching practice for the National Fraud Initiative.

View further information on the Cabinet Office's legal powers and the reasons why it matches particular information.

In addition to this the council will use information provided to all council departments in local data matching exercises to assist in the prevention and detection of fraud.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency that requires further investigation. Information will therefore be supplied to Credit Reference Agencies and other public bodies for cross referencing and further action where required. No assumption will be made as to whether there is fraud, error or other explanation until an investigation is carried out.

For further information on data matching at this authority please email Jane.Spencer@newcastle-staffs.gov.uk or ring 01782 742179. Hard copies of the information on this website can be supplied on request.


Please read this declaration carefully, as it applies to all communications with the Council.

By communicating with the Council, you understand the following:-

  • Information you submit, or have submitted, in all correspondence to the Council will be processed in accordance with the provisions of the Data Protection Act 1998 and relevant legislation
  • The Council will use the information you provide or provided for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share this information, both across Council departments and with other government organisations
  • If you give or gave information that is incorrect or incomplete, the Council may take action against you.


Last updated 15 August 2019

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