Privacy notice : The Commercial Services Team

Who we are

The Commercial Services Team in Environmental Health,
Royal Borough of Windsor and Maidenhead
Tinkers Lane, Windsor SL4 1RF.

Lawful basis for processing information

The main legislation governing food safety, health and safety, animal welfare licensing and private water supply statutory powers provides the lawful basis for processing information is as follows:

  • Animal Health Act 1981
  • Animal Welfare Act 2006
  • Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018
  • Berkshire County Council Act 1986
  • Building Act 1984
  • Criminal Justice and Public Order Act 1994
  • Dangerous Wild Animals Act 1976 (as amended)
  • Environment Act 1995
  • European Communities Act 1972 and associated EC Regulations
  • Food Safety Act 1990 (as amended)
  • Food and Environment Protection Act 1985
  • Food Safety and Hygiene (England) Regulations 2013
  • Health Act 2006
  • Health and Safety at Work etc. Act 1974 and associated Regulations
  • Local Government (Miscellaneous Provisions) Acts 1972, 1976, 1982 (as amended)
  • Local Government Act 2003
  • Noise Act 1996
  • Magistrates Court Act 1980
  • Offices, Shops and Railway Premises Act 1963
  • Prevention of Damage by Pests Act 1949
  • Protection of Animals Act 1911
  • Protection of Animals (Amendment) Act 1954
  • Prevention of Damage by Pests Act 1949
  • Public Health Acts 1936, 1961
  • Public Health (Control of Disease) Act 1984
  • Sunday Trading Act 1994 (As amended)
  • Water Industry Act 1991
  • Zoos Licensing Act 1981
  • General Data Protection Regulation 2016 – Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

How we collect information

Personal data is supplied by you as the service user, or as the Food Business Operator, Health & Safety Duty Holder or by third parties and statutory bodies such as Food Standards Agency, Health and Safety Executive, Public Health England and other Councils for lawful purposes in the pursuit of statutory requirements.

Accepted methods of receiving data are either paper based, electronically, by telephone or face to face.

What information is collected

The Commercial Services Team is required to collect and hold some or all of the following:

Surname, forenames (or Initials), address, postcode, gender, date of birth, national insurance number, business trading details, finance payment details.

How we use the information provided

All information provided is used by the Commercial Services Team in lawful enactment of statutory powers and duties for the purpose of inspection, investigation and enforcement of the legislation described above.

Who has access to the information about you

We store your personal data securely. We have in place security policies which are intended to ensure, as far as possible, the security and integrity of all personally identifiable information.

Your data is stored securely by us and our software providers, IDOX Uniform and accessed only by those of the Community, Enforcement and Protection Service given access following an assessment of need and training, by using their own username and password all chosen in line with pre-defined user credentials.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our sites; any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Who we may share your information with

The Commercial Services Team will not share personal information with any other parties, except where required and with parties required to carry out its statutory duties and functions or where required by law.

The Commercial Services Team participates in data sharing arrangements with other Local Authorities, Statutory Bodies in England, Utility providers:

  • The Food Standards Agency – Food safety and hygiene.
  • The Health and Safety Executive – Health and safety at work and accident investigation.
  • Public Health England – Infectious disease and food poisoning outbreaks.
  • Drinking Water Inspectorate – Private Water Supplies Supplies.
  • DEFRA/APHA – Animal Welfare Licensing.
  • Care Quality Commission – Residential and Nursing Care Homes.
  • Affinity Water – Private water Supply Risk Assessments and sampling.
  • Porton FW&E Laboratory – Food and environmental sampling.
  • Royal Berkshire Hospital – Infectious disease and food poisoning outbreaks.
  • NHS Frimley Health Foundation Trust – Infectious disease and food poisoning outbreaks.

The details of the information which may be shared is contained within these services’ privacy notice.

How long we store your information

The Commercial Services Team will endeavour to review the data it collects and holds electronically and in paper format to ascertain whether or not it is adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed and that personal data shall be accurate and, where necessary, kept up to date; every reasonable step will be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased or rectified without delay.

Does the service utilise automated decision making? – No