Privacy

The UK General Data Protection Regulation

The UK General Data Protection Regulation (UK GDPR) sits alongside the Data Protection Act 2018 which sets out the framework for data protection law in the UK and tailors how GDPR applies in the UK. It places greater obligations on how organisations handle personal data.

It has a direct effect in UK law and after we left the EU on 31 December 2020, forms part of UK law and is known as the UK GDPR.

The UK GDPR sets out the key principles, rights, and obligations for most processing of personal data.

The UK GDPR applies to ‘personal data’, which means any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.

Our Privacy Notices will give you details of how LVJB is complying with this Legislation.

You can request the information that we hold about you, by completing a Subject Access Request form.

Devices

LVJB - General Privacy Notice

This Privacy Notice explains how we collect and use information about you, so that the services you request can be delivered effectively and efficiently. The UK General Data Protection Regulation (UK GDPR) in conjunction with other legislation, regulates how we use personal information you provide.

The Assessor for Lothian Valuation Joint Board (LVJB) is responsible for the valuation of all commercial and domestic properties within the Edinburgh, East Lothian, Midlothian and West Lothian Council areas.
The Assessor is also the Electoral Registration Officer for these areas with responsibility for compilation and maintenance of the Electoral Register.

For Electoral Registration it is The Electoral Registration Officer and for Valuation Roll and Council Tax it is the Assessor. Full contact details are:

Electoral Registration Officer
17A South Gyle Crescent
Edinburgh
EH12 9FL		Assessor
Lothian Valuation Joint Board
17A South Gyle Crescent
Edinburgh
EH12 9FL

Email assessor@lothian-vjb.gov.uk or telephone 0131 344 2500.
Some telephone calls are recorded for quality assurance.

If you would like to contact our Data Protection Officer regarding any queries you may have about how your personal information is used, full contact details are:

Data Protection Officer
Lothian Valuation Joint Board
17A South Gyle Crescent
Edinburgh
EH12 9FL

Email governance@lothian-vjb.gov.uk or telephone 0131 344 2500

Electoral Registration

Information supplied by you allows the Electoral Registration Officer to fulfill his registration duties and  is used to produce and maintain the Electoral Register. The Register is published on the 1st December each year. Revised monthly updates are produced and published in accordance with the statutory timetable. Election registers are also produced for use by the Returning Officers staff at the polling stations on Election Day.
To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here: https://www.registertovote.service.gov.uk/register-to-vote/privacy

Information that may be required to register:
Your address, name, date of birth, nationality, your national insurance number, employment details and your email and telephone contact details.

If your details fail to match with the Department of Work and Pensions records you will be asked to supply documentary evidence to support your application. Documentation provided to support your application will not be retained.

In some circumstances the personal information we collect is defined as “special Category data”. We require basic medical information, for example; applications for an emergency proxy vote due to medial incapacity, the impairment that prevents the elector from attending the polling station needs to be stated as part of the application or waiver postal or proxy applications require the elector to state the impairment that prevents them from signing the application e.g. registered blind.

Council Tax

The Assessor is responsible for placing the banding on all domestic properties within the Lothian Area. LVJB does not deal with payment of council tax. This is dealt with by each Council’s Finance Department.
Information that may be required:
Name, address, email and telephone contact details, purchase price, purchase date and occupation date.

We may also require access to your property.

Valuation Roll

The Valuation Roll contains an entry for every non-domestic property in the Lothian area. Each entry in the Roll includes the names of proprietors and occupiers and the Rateable Value which has been set by the Assessor.
Information that may be required: 
Company name or your name, property address and/or correspondence address, your email and telephone contact details, business turnover, rents paid, construction/building costs.

We may require your bank details where a civil penalty has been issued due to a failure to comply with the request to provide information on an Assessor Information Notice (AIN) or if you make a request for a Historical Rateable Value.

We may also require access to your property.

  • Statutory recipients of the full Electoral Register Click here for a list of statutory recipients of the Electoral Register.
  • Government Departments and Local Authorities, other Valuation Joint Boards and Electoral Registration Offices.
  • Returning Officer(s) to enable them to conduct elections and referendums.
  • Registered political parties, elected representatives (MPs, MEPs, MSPs, and Councillors), candidates, agents and other permitted participants who are able to use it for Electoral purposes only.
  • Idox, the Electoral Registration management system and iFormBuilder used for daily Electoral Registration canvassing.
  • Organisations who process your personal data on behalf of LVJB for example; contracted printers for the production of Household enquiry forms (HEFs), Poll Cards, Postal Poll letters, Postal Ballot Packs and other electoral material.
  • Scottish Assessors Association and the Valuation Office Agency.
  • Flood Re Limited

We are also required by law to report certain information to appropriate authorities – for example:

  • Where a formal court order has been issued.
  • To law enforcement agencies for the prevention and detection of Crime.
  • The Council Tax department of your local authority for the assessment or collection of a tax, for example single person discount queries/disputes.

 Our processing is driven by statute/regulation, namely:

  • The Representation of the Peoples Act 1983 (as amended) for Electoral Registration.
  • Local Government Finance Act 1992 for Council Tax.
  • Lands Valuation (Scotland) Act for 1854 (as amended) for Valuation Roll.

Article 6(1)(c) processing is necessary for the compliance with a legal obligation to which the controller is subject or;

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 or;

Article 9(2)(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State Law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Electoral Registration

If your name is not on the register you would not be able to vote at elections and referendums. As the Electoral Registration Officer is carrying out a statutory function, failure to provide information may incur the following fines:

  • If you do not complete an Invitation to Register (ITR), when required to do so you could face a fine of £80. This fine does not apply to 14 & 15 year olds.
  • If you do not complete the Household Enquiry Form (HEF), if convicted you may be fined £1000.
  • If you knowingly supply false information on either the HEF or ITR applications, if convicted, you may be imprisoned for up to six months and/or fined up to £5000.
Council Tax

The Assessor is carrying out a statutory function to compile and update the Valuation List, failure to provide information may incur the following fines:

  • If you do not complete a request for information issued to you under the Local Government Finance Act 1992, when required to do so, you could be liable to pay a penalty not exceeding level 2 on the standard scale (£500).
  • If you knowingly supply false information you could liable on summary conviction to imprisonment for a term not exceeding 3 months or a fine not exceeding level 3 on the standard scale (£1000) or both.
Valuation Roll

The Assessor is carrying out a statutory function to compile and update the Valuation Roll, failure to provide information may incur the following fines:

  • If you do not complete a request for information issued to you under the Lands Valuation (Scotland) Act 1854 (as amended), when required to do so, you could be liable on summary conviction to pay a penalty not exceeding level 3 on the standard scale (£1000).
  • If you knowingly supply false information you could be liable on summary conviction to pay a penalty not exceeding level 3 on the standard scale (£1000).

If you are issued with an Assessor Information Notice (AIN), you are required in accordance with Section 26 of the above Act to supply that information within 28 days of when the notice was given. Failure to comply may result in the issuing of a Civil Penalty Notice under Section 30 of the Non-Domestic Rates (Scotland) Act 2020 which may incur the following penalties, which are cumulative.

Civil Penalty Stage 1 (28 days)
Failure to comply with an Assessor Information Notice (AIN) within 28 days may result in the issuing of a Civil Penalty Notice.  The Penalty will be either the greater of £200 or 1% of the Rateable Value of the lands and heritages referred to in the penalty notice or where the lands and heritages are not currently entered in the valuation roll the penalty is £1,000.

Civil Penalty Stage 2 (42 days)
Failure to comply with an AIN within 42 days of the date of the penalty notice may result in a further penalty which will be either the greater of £1,000 or 20% of the Rateable Value of the lands and heritages referred to in the penalty notice or where the lands and heritages are not currently entered in the valuation roll the penalty is £10,000.

Civil Penalty Stage 3 (56 days)
Failure to comply with an AIN within 56 days of the date of the penalty notice may result in a further penalty which will be either the greater of £1,000 of 50% of the Rateable Value of the lands and heritages referred to in the penalty notice or where the lands and heritages are not currently entered in the valuation roll the penalty is £50,000.

Criminal Offence
It is an offence under Section 29 of the Non-Domestic Rates (Scotland) Act 2020 to knowingly provide false or misleading information which would be liable on summary conviction to a fine not exceeding level 3 on the standard scale (one thousand pounds).

Rights

 Subject to some legal exceptions, you have the right to:

  • to be informed about the processing of your personal information;
  • to access your personal information; request a copy of the personal information we hold about you;
  • to have any inaccuracies corrected;
  • to have your personal data erased;
  • to place a restriction on our processing of your data;
  • to object to processing;
  • to request your data to be ported (data portability);
  • not to be subject to automated decision making and profiling.

Please note: If you have previously provided contact details and you no longer wish us to contact you by email or by telephone, please advise us by emailing enquiries@lothian-vjb.gov.uk or telephone 0131 344 2500.

Freedom of Information (Scotland) Act 2002

We may disclose information without obtaining your consent to comply with legislation, including the Freedom of Information (Scotland) Act 2002 and Environmental Information Regulations 2004, or an order of court.

Complaints

We aim to provide the best possible service and resolve any complaints about how we handle your personal information. If you have a complaint you should contact the Data Protection Officer by emailing governance@lothian-vjb.gov.uk or telephone 0131 344 2500.    
However, if you are dissatisfied with our response you have the right to lodge a complaint to the Information Commissioner’s Office. The contact details are: 

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

Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number) or visit their website at: https://ico.org.uk/concerns

Protecting your information

We acknowledge that your trust and privacy is important. We are committed to protecting the information you provide us. To prevent unauthorised access, maintain accuracy and ensure proper use of information, we have physical, electronic and managerial processes to safeguard and secure the information we collect.

Sources of Information

We receive information from your local councils, other Valuation Joint Boards and Electoral Registration Offices, government departments, private schools, universities, Royal Mail, building companies and Register of Scotland.

International Transfers

Your information will always be processed within the European Union and will not be shared with any overseas recipients.

Retention

Your details will be kept in accordance with our legal obligations and in line with statutory retention periods. Lothian Valuation Joint Board’s Retention and Disposal Schedule is available to view here.

Lothian Valuation Appeal Committee

Hearings may be digitally recorded. Our legal basis for recording a record of evidence is:

Regulation 35 of The Council Tax (Alteration of Lists and Appeals) (Scotland) Regulations 1993 for Council Tax

Regulation 16(1) & (2) of The Valuation Appeal Committee (Procedure in Appeals under the Valuation Acts) (Scotland) Regulations 1995 for Valuation Roll

The lawful basis we rely on to process personal data is article 6(1)(c) of the UK GDPR, which allows us to process personal data when it is necessary for the performance of our legal obligation.

We will only retain the audio recording for as long as is necessary to process your case. A transcript may be made then the data will be deleted or where no transcript is made, for example; where no appeal is made within the prescribed timescales to the Court of Session for Council Tax Appeals or to the Lothian Valuation Appeal Court for Valuation Appeals the data will be deleted. 

We may provide a copy of the transcript to the Committee

Calling our Call Centre

When you call our main office number (0131 344 2500) we hold a log of the phone number, date, time and duration of the call, this only applies to our Call Centre extensions. We make an audio recording for training and monitoring purposes. The information is securely stored for a period of 30 days.

The lawful basis we rely on to process personal data is article 6(1)(e) of the UK GDPR, which allows us to process personal data when it is necessary for the performance of our public task.

Visiting our office

Closed-circuit television (CCTV) operates outside the premises, inside when entering the building and in the immediate vicinity of the area under surveillance. The information is viewed by us on a live feed and recorded. The information is securely stored for a period of 72 days.

The purpose for processing this information is used for maintaining the security of property and premises and for preventing crime. The lawful basis we rely on to process your personal data is article 6(1)(f) of the UK GDPR, which allows us to process personal data when it is necessary for the purposes of our legitimate interests.

LVJB takes the privacy of visitors to its website seriously. There is no personally identifiable information requested or stored when visiting this site.

LVJB’s website does not use any third party Cookies and does not rely on Cookies for use. This website’s functionality will not be affected if Cookies are disabled.

Performance Cookies –

First party Performance Cookies are used on this website, in the form of Google Analytics. Performance Cookies collect information about how visitors use a website, for instance, which pages visitors go to most often and how they navigate through the website.

These Cookies don’t collect information that personally identifies a visitor. All the information that these Cookies collect, is aggregated and therefore anonymous and is only used to improve how the website works. It allows us to see how easily people find the information they are looking for and helps us improve the design, navigation and layout of the site.

By using our website you agree that we can place these Performance Cookies on your device. Cookies can be disabled completely or partially at the browser level.

For information on how to do this, you can check the Help section of your Internet browser.

Assessor and Electoral Registration Office
17A South Gyle Crescent
Edinburgh
EH12 9FL

Email governance@lothian-vjb.gov.uk 
Telephone: 0131 344 2500

For independent advice about data protection, privacy and data-sharing issues, you can contact the Information Commissioner’s Office.

Changes to this privacy notice –

We may change this privacy notice from time to time in order to reflect changes in the law and/or our privacy practices. This privacy notice was last updated on 12 July 2022.

Subject Access Request

To access the personal information that Lothian Valuation Joint Board holds about you, you can request a copy, by completing and submitting a Subject Access Request Form
Download Form

LVJB - Human Resources Privacy Notice

This Privacy Notice explains how we collect and use information for current and former staff and applicants for employment at Lothian Valuation Joint Board. The UK General Data Protection Regulation (UK GDPR), in conjunction with other legislation, regulates how we use personal information you provide.

The Assessor for Lothian Valuation Joint Board (LVJB) is responsible for the valuation of all commercial and domestic properties within the Edinburgh, East Lothian, Midlothian and West Lothian Council areas.
The Assessor is also the Electoral Registration Officer for these areas with responsibility for compilation and maintenance of the Electoral Register.

For the Lothian Valuation Joint Board’s HR Department it is the Assessor. Full contact details are:

Assessor
Lothian Valuation Joint Board
17A South Gyle Crescent
Edinburgh
EH12 9FL

Email assessor@lothian-vjb.gov.uk or Telephone 0131 344 2500. 
Some telephone calls are recorded for quality assurance.

If you would like to contact our Data Protection Officer regarding any queries you may have about how your personal information is used, full contact details are:

Data Protection Officer
Lothian Valuation Joint Board
17A South Gyle Crescent
Edinburgh
EH12 9FL

Email governance@lothian-vjb.gov.uk or Telephone 0131 344 2500

Personal information you supply will allow us to effectively manage your employment or perspective employment with LVJB.

Applicants for Employment

Information held in your file and/or LVJB IT systems will include:
Your name, address, telephone and email contact details, academic qualifications, employment history, Home Office Right to Work documentation and Equality monitoring form including all protected characteristics.

Current Staff

Information held in your file and/or LVJB IT systems will include:
Your name, address, telephone and email contact details, Tax/National Insurance records, bank account details, pension details, overtime and expenses, sickness absence administration, annual/special leave records, training records, references, health details and Equality monitoring form, Criminal Records Bureau and Disclosure checks. 
Information held in your file and/or LVJB IT systems may also include:
Drivers Licence/MOT, vehicle tax and insurance records, grievance/disciplinary records, occupational health records and Trade Union Membership.
Emergency contact details:
The person’s name, address, telephone and email contact details.

Former Staff

Information held in your file and/or LVJB IT systems will include:
Your name, address, telephone and email contact details and service details.

HR Department City of Edinburgh Council held in iTrent system. Summary data from the Equality monitoring form is published on the SAA website.

  • Employment Rights Act 1996
  • SI 1982/894 Statutory Sick Pay (General) Regulations: HM Revenue & Customs E14
  • SI 1995/3103 The Retirement Benefit Schemes (Information Powers) Regulations.
  • SI 1998/1833 Work Time Regulations
  • SI 1999/3312 The Maternity and Paternity Leave etc. Regulations
  • Parental Leave Regulations
  • SI 1999/584 National Minimum Wage Regulations: Equal Pay Act, 1970
  • The reporting of Injuries, Diseases & dangerous Occurrences Regulations 1995(RIDDOR)(S! 1995/3163) as amended
  • Tax Management Act 1970
  •  Limitation Act 1980
  •  Health and Safety at Work Act 1974
  •  Equality Act 2010
  •  Access to Medical Reports Act 1998
  •  Companies Act 1985 as modified by the Companies Act 1989 & 2006
  • Trade Union and Labour Relations (Consolidation) act 1992

Article 6(1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of a data subject prior to entering in to a contract; or
Article 6(1)(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third part, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child; or

Article 9(2)(b) processing is necessary for the purposes of carrying out obligations and exercising specific rights of the controller or of a data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to member state law providing for appropriate safeguards for the fundamental rights and the interests of the data subject; or

Article 9(2)(g) processing is necessary for reasons of substantial public interest, on the basis on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Rights –

 Subject to some legal exceptions, you have the right to:

  • to be informed about the processing of your personal information;
  • to access your personal information; request a copy of the personal information we hold about you;
  • to have any inaccuracies corrected;
  • to have your personal data erased;
  • to place a restriction on our processing of your data;
  • to object to processing;
  • to request your data to be ported (data portability);
  • not to be subject to automated decision making and profiling.

Freedom of Information (Scotland) Act 2002

We may disclose information without obtaining your consent to comply with legislation, including the Freedom of Information (Scotland) Act 2002 and Environmental Information Regulations 2004, or an order of court.

Complaints –

We aim to provide the best possible service and resolve any complaints about how we handle your personal information. If you have a complaint you should contact the Data Protection Officer by emailing governance@lothian-vjb.gov.uk or telephone 0131 344 2500.    

However, if you are dissatisfied with our response you have the right to lodge a complaint to the Information Commissioner’s Office. The contact details are: 

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

Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number) or visit their website at: https://ico.org.uk/concerns

Protecting your information –

We acknowledge that your trust and privacy is important. We are committed to protecting the information you provide us. To prevent unauthorised access, maintain accuracy and ensure proper use of information, we have physical, electronic and managerial processes to safeguard and secure the information we collect.

Sources of Information –

Individual (data subject), Occupational Health, References provided by former employers and Disclosure Scotland.

International Transfers –

Your information will always be processed within the European Union and will not be shared with any overseas recipients.

Retention –

  1. Unsuccessful applicants for employment – information will be securely destroyed, six months from the date of interview.
  2. Current staff & former staff – file will be retained for 6 years from your leaving date, thereafter in summary form only for reference purposes.

Links to Other Sites –

Our Website contains links to other websites. We are not responsible for the privacy practices of such other sites. When you leave our site, please be sure to read the privacy statements of each and every web site that collects personal data about you. This privacy policy applies solely to information collected by Lothian Valuation Joint Board.

First party Performance Cookies are used on this website, in the form of Google Analytics. Performance Cookies collect information about how visitors use a website, for instance, which pages visitors go to most often and how they navigate through the website.

These Cookies don’t collect information that persdonally identifies a visitor. All the information that these Cookies collect, is aggregated and therefore anonymous and is only used to improve how the website works. It allows us to see how easily people find the information they are looking for and helps us improve the design, navigation and layout of the site.

By using our website you agree that we can place these Performance Cookies on your device. Cookies can be disabled completely or partially at the browser level.

For information on how to do this, you can check the Help section of your Internet browser.

Assessor and Electoral Registration Office
17A South Gyle Crescent
Edinburgh
EH12 9FL

Email Governance@lothian-vjb.gov.uk 
Telephone: 0131 344 2500

For independent advice about data protection, privacy and data-sharing issues, you can contact the Information Commissioner’s Office.

Changes to this privacy notice –

We may change this privacy notice from time to time in order to reflect changes in the law and/or our privacy practices. This privacy notice was last updated on 12 July 2022.

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