This privacy notice is designed to help you understand how and why we use your information if you are a creditor or debtor.
Why do you need to process my information and how will you use it?
Creditors are people who we owe money to. This is usually people who have supplied us with goods or services which we will pay on receipt of an invoice.
We need the following information from creditors:
- Contact details
- Bank account details.
Your information is processed to meet the legal requirements of Section 112 of the Local Government Finance Act 1988. It is also used to enable the performance of a contract whereby we have agreed to pay for goods or services. The payment may be made by Bacs transfer or by cheque.
If we are not supplied with the information set out above, we may not be able to make payments to you.
Debtors are people who owe North Yorkshire Fire and Rescue Service money. This could be an organisation who we have provided a service for, or a member of staff who has been overpaid for example.
We need the following information from debtors:
- Organisation Name/ Staff Name
- Contact Details
Your information is processed to meet the legal requirements of Section 112 of the Local Government Finance Act 1988. This information is used for us to seek payment from the organisation or individual, by raising an invoice and sending it out.
Who will have access to the information?
Invoices for goods/services are sent to the team responsible for the budget which will be used to pay. It may also be seen by admin staff who have responsibility for providing budget support to that section and by our Finance Team.
The system used by our Finance team is provided by North Yorkshire County Council. We use a UK bank to process payments so they will also have access to this information.
Details of payments made to creditors are published on the Data North Yorkshire website. You can find out more about this on our website
The Data North Yorkshire website can be accessed here https://www.datanorthyorkshire.org/
Trade Creditor information is also submitted to the cabinet office as part of a Government’s National Fraud Initiative (NFI), an initiative to detect and prevent fraud.
Information about debtors is held in Sage which can be accessed by members of our Finance team and our IT section for administration purposes.
The system cannot be accessed by other members of staff.
How long will you keep hold of my information?
Paper copies of invoices and related creditor or debtor information is kept for the current year plus six years, in line with our retention schedule.
For the electronic records we are currently working with system suppliers to make sure that systems we use are able to delete your details in line with our retention policy.
Is there anything else I need to know when it comes to my personal information?
To find out more about the rights you have when it comes to your personal information or who you can contact to discuss it further visit the ‘Your Information Rights‘ page of this website.