The purpose for this processing
This authority is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud and ensure any inaccuracies in our records are corrected.
Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency that requires further investigation. Information will therefore be supplied to Credit Reference Agencies and other public bodies for cross referencing and further action where required. No assumption will be made as to whether there is fraud, error or other explanation until an investigation is carried out.
The Cabinet Office currently requires us to participate in a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Cabinet Office for matching for each exercise, and these are set out in their Code of Practice
We participate in the Cabinet Office’s National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Minister for the Cabinet Office for matching for each exercise.
The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act: however the Authority has registered this activity within its corporate annual notification with the Information Commissioner. To seek guidance on the approved process or make a Freedom of Information request they can be contacted by email using the following address: firstname.lastname@example.org
We also participate in the Department of Works and Pensions (DWP) Credit Reference Agency data match exercises to identify non declared partners, information supplied by the council to the DWP may therefore be supplied to Credit Reference Agencies for cross referencing and our fraud investigations may possibly include checks on undeclared cohabiters.
Tendring District Council is also participating in an additional Essex-wide Data Matching Project. This will identify where discrepancies in residence may have occurred. The primary purpose of this project is to identify incorrect claims for discounts and exemptions, and correct inconsistencies in our records. There may be secondary outcomes which will have an impact on other discounts and services provided by the Authority. Where an inconsistency is identified, further investigations will be carried out. Where no match is found, the data matching process will have no material impact on those concerned.
The data matching associated with the Essex-wide activity is carried out using automated processes and is undertaken by an independent specialist organisation on a monthly basis. Information will be retained on a rolling 3 month basis. All data transfers, processing and destruction will be undertaken in a secure manner in accordance with all applicable legislation.
Legal basis for this processing
Article 6 Lawfulness of processing (Section 1, (c))
Processing is necessary for compliance with a legal obligation to which data controller is subject.
Local Audit and Accountability Act 2014.
What data we collect about you (fields)?
The Council will process any information relevant to the data matching exercise necessary for the prevention and detection of fraud.
How long do we keep your personal data?
The Cabinet Office controls the retention of data for the National Fraud Initiative and data is retained in accordance with the Local Audit and Accountability Act 2014.
Data Matching with Department of Works and Pensions (DWP) is retained for 2 years plus current in accordance with standard audit practices.
Information associated with Essex Wide Data matching is retained on a rolling 3 month basis.
In accordance with the Council’s Corporate Retention Schedule prosecution data is destroyed 7 years after the last action.
Who do we share it with?
Relevant information is shared with internal departments where applicable.
- Cabinet Office
- Department of Works and Pensions
- Credit reference agencies
- Other local authorities
- Independent third party specialist organisation (under contract).
Where we get it from?
Internal departments, other local authorities, central government departments and agencies, credit reference agencies.
If automated decision making applies to this processing
Data matching is carried out using computer software to identify potentially fraudulent claims and payments. No assumption will be made as to whether there is fraud, error or other explanation until an investigation is carried out. Therefore no automated decision making applies to this process.