Licensing Services privacy notice
The Licensing team of New Forest District Council (NFDC) is committed to protecting and respecting your privacy when you use our services. This privacy policy sets out how and when we use any personal information that we collect about you when you use our services, the conditions under which we may disclose it to others and how we keep it secure.
When you contact us to access our services, apply for a licence, registration or permit or we contact you as part of an investigation we may ask you for certain personal information in order to be able to assist you with your enquiry or to enable us to investigate fully. Some of this information will be recorded and stored on our systems.
What information do we collect about you?
When you apply for a licence, registration or permit we require a range of details including name, contact details, such as your address, email address and telephone number. In some cases we also require national insurance number, birth details, bank account details (scrap metal dealers), address history, current employer and employment history. If you choose not to supply the required information we will not be able to progress the application.
If you make a representation on a licensing application, review or other licensing matter, the Council will collect information about you including your name, contact details, such as your address email address and telephone number. We will also collect personal data which you choose to include within your representation.
Right to work in the UK
Personal and premises licence holder applicants and taxi driver applicants are required to submit documents to prove that they have the Right to Work in the UK. These documents will include nationality and residence information.
Taxi and scrap metal dealer licensing
To ensure that applicants can be considered to be fit and proper, background checks are required and the Disclosure and Barring Service will be issued with a request for the criminal conviction history of each applicant.
Taxi licensing
A medical assessment is also required from the driver applicant's GP and this may contain personal information regarding medical conditions.
We will gather this information because it is in the public interest to provide information for safeguarding the public. If you choose not to supply the requested information, we will not be able to progress an application or renew a licence.
How will we use the information about you?
We will use this information to process applications, remind licensees of renewals and investigate complaints.
If you have made a representation on a licensing application, review or other licensing matter, we will use your personal data in the administration of that matter.
Your personal data may be included within public Committee documentation where this is required in accordance with the law and/or the Council's procedures.
We will not use your information for any marketing purposes.
How do we store your information, and for how long?
The information we collect is carefully stored electronically.
We will hold completed application forms and supporting documents during the lifetime of the licence. Once the licence has lapsed, been surrendered or revoked it is retained for seven years. This is in line with our retention policy.
Representations made on a licensing application, review or other licensing matter, will be retained for the lifetime of the licence.
Where a public hearing is held in relation to an application or representation you have made, your personal data will be included within the relevant Committee documentation and retained in perpetuity.
When and why we share your information
We do not share your information with anyone else unless we are required to do so by law or it is necessary to provide our services to you.
Below is a list who we may share your information with:
Shared with | What and why |
Internal | |
Health and safety | As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act. |
Development Control | We may need to pass on information, for example in relation to a new business, where there may be planning implications. As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts. |
Environmental Protection | As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts. |
Legal Services | We may share information with legal services to obtain advice if we are considering taking legal action. |
Food safety team | We may share information on licensed premises to assist the team with an investigation. |
External | |
Hampshire County Council Trading Standards | As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act. |
Hampshire County Council Children's Services departments | As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts. |
New Forest National Park Planning Authority | As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts. |
Hampshire Fire and Rescue | As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts. |
Public Health | As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act. |
Police | As a Responsible Authority under the Licensing Act 2003 and Gambling Act 2005, applications and information will be shared to ensure that the legislative obligations are met under the Acts. We may also share licensee's information to assist with the protection of the public. |
Home Office | As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act. To ensure that applicants have the Right to work in the UK. |
Maritime and Coastguard Agency
| As a Responsible Authority under the Licensing Act 2003 applications and information will be shared to ensure that the legislative obligations are met under the Act. |
HMRC | As a Responsible Authority under the Gambling Act 2005 applications and information will be shared to ensure that the legislative obligations are met under the Act. Personal data will also be provided when required under the Finance Act 2011. |
Gambling Commission | As a Responsible Authority under the Gambling Act 2005 applications and information will be shared to ensure that the legislative obligations are met under the Act. |
DEFRA
| Copies of zoo applications are provided and arrangements made for inspections. Details of licensed vehicles to be provided to meet the requirements of the Air Quality Regulations in relation to the charging of vehicles in Clean Air Zones. |
Environment Agency | Details of Scrap Metal Dealers are provided for the Environment Agency register. We may also share information on licensed dealers to assist with any investigations. |
Nominated vet | Copies of animal welfare applications are provided and arrangements made for inspections. |
Other Local Authorities | We provide confirmation of personal or driver licence holders to other Licensing Authorities. |
Disclosure and Barring Service | Personal details submitted on criminal conviction DBS applications forms-Driver, scrap metal dealer and personal licence holder applicants. For how the DBS use your information please refer to the DBS privacy policy. |
Other persons | Where a public hearing is held in relation to an application or representation you have made, your personal data will be included within the Committee documentation and served on all other parties to any hearing in accordance with the law. The Committee documents will be published on the Council's website. Personal telephone numbers, email addresses and signatures will usually be redacted. |
| Public registers animal activities licensing | In accordance with guidance issued by DEFRA, a list of premises licensed under the Animal Welfare Licensing of Activities Involving Animals England Regulations 2018 is published on our website. The list contains the following information; the trading name of the business or the name of the licensee if there is no business name, the parish that your premises lies within, the activity type and licence number. Your business will automatically be added to the list. If your name as licensee and not a business name is shown in the list, you may request that your business be removed from the list by emailing eandr@nfdc.gov.uk. |
| Public registers Licensing Act 2003 | This information is provided as part of the Council's statutory requirement to maintain public registers for premises licences, personal licences and temporary event notices under the Licensing Act 2003. |
Public registers, taxis and private hire | Some limited information such as licensee names, badge or licence numbers, together with the status and expiry dates of those licences may be made publicly available, in accordance with the Town and Police Clauses Act 1847 and Local Government Miscellaneous Provisions Act 1976, as applicable. We are also required to publish a list of Wheelchair Accessible Vehicles (WAVs), in accordance with Section 167 of the Equality Act 2010. |
Public registers, others | Information provided in connection with the grant of a licence, permit or registration may also be made publicly available on Statutory Public Registers, and available for the public to view. This may include, but is not limited to: licensees name; business or charitable organisation details; licence, permit, registration, consent number; and expiry date. |
NAFN National Anti-Fraud Network | This Licensing Authority will share personal data through the National Register of Taxi and Private Hire Vehicle Driver's Refusals and Revocations. If you make a new application or a renewal and it is refused or if your licence is revoked, we will share personal data through the Register, called NR3, to promote the statutory purposes of the legislation, to ensure only those individuals considered as 'fit and proper' are licensed. When we receive a request to share information with another local authority, where that person has applied or holds a licence, we may disclose more detailed information (including special category data - criminal record data). Please see the Policy on the use of NR3 to find out more. |
What are our legal grounds for processing your information?
- with your consent; Where it is in the public interest to do so;
- to comply with a legal requirement - for example processing licence/registration or permit applications;
- where it is in the legitimate interest of NFDC to do so; for example where there may be a risk to the public;
- with your explicit consent or where there is substantial public interest. For example when dealing with sensitive issues, such as medical or safeguarding issues
When we rely on your consent or explicit consent and you wish to withdraw this consent, you can do so by contacting us at the address above or on licensing@nfdc.gov.uk
Further information and how to contact us
For further information, plus information on access, portability, withdrawal of consent, correction etc. please see:
Information Rights Policy (PDF, 237 KB)
We work hard to ensure that we only gather information that we need to, to deliver the services that you entitled to in the best way possible. However, if you have any concerns you can contact us by email licensing@nfdc.gov.uk telephone 023 8028 5505, or write to Licensing Services, Appletree Court, Beaulieu Road, Lyndhurst, Southampton, Hampshire, SO43 7PA.
If you are concerned or unhappy with our use of your personal information you have a right to complain to the Information Commissioner's Office (ICO) at https://ico.org.uk, email: casework@ico.org.uk or by telephone: 0303 123 1113.
Updated:16 March 2022
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