Privacy Notices - Petroleum storage certificate application Privacy Notice


You need to be aware of this Privacy Notice if you are making an application for a petroleum storage certificate.

Swindon Borough Council is committed to protecting your privacy when you use our services.

This Privacy Notice explains how we use information about you and how we protect your privacy.

We have a Data Protection Officer who makes sure we respect your rights and follow the law.

We are registered as a Data Controller with the Information Commissioner's Office and our registration number is Z5267246.

You can view the Information Commissioner's Office Public Register entry for the council if required.

If you have any concerns or questions about how we look after your personal information, contact the Council’s Data Protection Officer, at or by calling 01793 445500 and asking to speak to the Data Protection Officer.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

If you are involved with the operation of a petrol dispensing premises, the law requires that you notify your Local Authority (Swindon Borough Council) and obtain a Petrol Storage Certificate. This certificate and the co-operation of those involved with the dispensing premises is necessary to allow the competent authorities to perform official controls.

To deliver this service, we will process names and dates of birth, addresses, phone numbers and email addresses, and personal and business relationship. We need to know the names and dates of birth in order to verify identities and to conduct ‘fit and proper person’ checks. We are collecting this data because as a local authority with duties around petroleum storage, we have to ensure that the facts given to us are correct and not misleading or fraudulent in nature. 

How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We will use the information we collect to carry out regulation and enforcement of legislative provisions pertaining to the storage and unloading of petroleum.

How the law allows us to use your information?

In accordance with article 6 of the GDPR, data processing is necessary for compliance with a legal obligation and is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

Who do we share your information with?

We will never share your data with third parties except for where we are legally required to do so for the detection and prevention of crime in accordance with the Data Protection Act.

These include the following:

  • HMRC
  • Department for Work and Pensions
  • Home Office
  • The Police
  • Fire Authority
  • Other Local Authorities
  • Health and Safety Executive (HSE)
  • Department for Communities, Housing & Local Government
How do we protect your information?

Data is held on electronic systems that is a closed system (which means it cannot be accessed outside of the Council). Data on those involved in the operation of a petrol dispensing premises will be cleansed in accordance with our retention schedules after any Petroleum Storage certificates have expired, if they are not renewed.

How long do we keep your personal information?

We will hold this information for as long as the storage certificate is valid and then for 7 years. Data for persons or businesses who no longer hold a Petroleum Storage certificate will be removed from public access and only retained for the purposes of HMRC enquiries and for the prevention of Crime.

What you can do with your information?

You are freely able to withdraw your consent for us to process your information at any given time, however this will mean cancellation of your application and/or revocation of your Certificate. Operating a petrol dispensing premises without a Storage Certificate where one is required is a criminal offence, and so this would render you liable for criminal investigation and potentially large penalties however.

You have the right to request access to your data and where data is found to be inaccurate to have that data corrected. In certain circumstances you have the right to have data held about you erased however this will mean cancellation of your registration and will render you as trading illegally.

Or you can request the use of it to be restricted, you may be able to object to processing as well as the right to have your data transferred to another data controller.

Your right to complain

You also have a right of complaint to the Information Commissioner’s Office (ICO) at if you think we have dealt with your information in an inappropriate manner.

You can ask to see what information we hold about you and have access to it.  You can do this, by contacting: Data Protection Officer Swindon Borough Council

Any further questions regarding the data being processed may also be sent to the Data Protection Officer at the above email address.

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council. However, if you do not provide the data, we may not be able to process your application properly or at all.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for a Petroleum Storage Certificate Application.

Read the main Privacy Notice