Privacy notice for online payments for goods and services

Devon County Council (DCC) is collecting and or processing your personal data as a Data Controller under Data Protection Legislation and our ICO registration number is Z6475582. This privacy notice concerns the processing of personal data that takes place by the council’s Finance and Public Value Directorate.

This notice explains what information we collect, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

Please note that failure to provide your personal data will mean that we are unable to process your transaction.

We will notify you of any changes to this privacy notice

This privacy notice was last updated 9 April 2025. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary in accordance with current data protection legislation. Any queries relating to this privacy notice please contact the Data Protection Officer.

What information are we processing and the purpose of this processing?

To process your transaction, we may process the following personal data:

Your name so that the council and those who deliver services to us, can contact you.
Your contact details including postal address and email so that we can communicate with you about the services you are paying for.
Your bank details for the purposes administering payment for the goods or services you are paying for.
Any personal data entered by you that is used for reference purposes.

The legal basis for us collecting your personal data

Devon County Council have various lawful grounds that we may rely upon for processing your personal data via our online payments service, which vary depending on the goods or services you are paying for. The lawful bases we rely upon are summarised below:

Article 6(1)(b) of the UK General Data Protection Regulation which allows us to process your personal data, if the processing is necessary for us to deliver a contract with you. This will be relevant if the council has agreed to deliver goods or services to you for a fee.
Article 6(1)(c) of the UK General Data Protection Regulation which allows us to process your personal data, if the processing is required for the council to discharge a statutory duty. This is relevant because we are required by law, to maintain records of financial transactions for tax purposes. There may also be legislation that requires the council to take a payment from someone for goods and services we deliver.

Please note that personal data that is collected for any of the purposes outlined in this notice is never used for direct marketing purposes and is not sold on to any other third parties.

Recipients or categories of recipients that we may share your personal data with

Your personal data will be processed by our contractor, Civica UK and HayCentric who are providing the Council with a web platform to allow us to accept online payments for goods and services.

By supplying your personal data, you are agreeing to the Council and our data processor (Civica UK and HeyCentric) using your personal data for the purposes of administering your transaction.

If we feel that it is necessary to share your personal data with professionals to ensure you or someone you work with is safeguarded from harm, we rely upon the provisions of the Safeguarding Vulnerable Groups Act 2006 and Children Act 1989 & 2004. Where it is necessary to share medical or social care information for these purposes, we rely upon article 9(2)(h) of the General Data Protection Regulation (information necessary for medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems).

We may also need to share some personal data about you, so that we can discharge various regulatory requirements. This includes organisations such as:

the data protection regulator (the Information Commissioner’s Office)
the Care Quality Commission
His Majesty’s Revenue and Customs service

We may also share information to enable us to comply with court orders and other legal obligations. If this is necessary, we will only share the minimum amount of personal data needed for this purpose.

International transfers

Devon County Council does not intend to transfer your personal data to countries outside of the scope of UK data protection laws. However, if such a transfer is required, we will rely upon one or more of the following safeguards to protect the personal data that we intend to transfer:

Adequacy decision.
A legally binding and enforceable instrument between public authorities or bodies.
Binding corporate rules in accordance with Article 47.
Standard data protection clauses adopted by the Commission in accordance with the examination procedure referred to in Article 93(2).
Standard data protection clauses adopted by a supervisory authority and approved by the Commission pursuant to the examination procedure referred to in Article 93(2).
An approved code of conduct pursuant to Article 40 together with binding and enforceable commitments of the controller or processor in the third country to apply the appropriate safeguards, including as regards data subjects’ rights.
An approved certification mechanism pursuant to Article 42 together with binding and enforceable commitments of the controller or processor in the third country to apply the appropriate safeguards, including as regards data subjects’ rights.

How long will we hold your personal data?

Devon County Council will retain your personal data for seven years from the date of your transaction.

Your data protection rights

Under Data Protection Legislation, you have the right to obtain a copy of their personal records held by us, this is called a Subject Access Request (SAR).

Details of how to make a request can be found here.

Further details on your rights under data protection legislation and how to exercise them.

Complaints

If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer.

Alternatively, if you are not happy with the way that DCC is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.

Contact details are below:

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

Email: casework@ico.org.uk

Automated decisions

Devon County Council does not propose to use your personal data to make automated decisions that might have a legal impact on you.