Level 1: Summary text
The summary notice should provide the minimum necessary content and should be provided to the individuals whose data is to be matched. Where practicable it should point to where more detailed information can be found, for example, by providing web-links to the second and third layers, or contact details for a named person such as the key contact or Data Protection Officer. Participants should make clear where individuals can obtain further information about how, why and by whom their data is being processed.
Where an application form is used to collect the data, the summary notice should usually be included on this form.
In other cases, where Participants usually communicate with the data subject formally at least once a year, for example by newsletter the summary notices should be included in these communications.
This should be sent to named individuals, in advance of each data matching exercise where practicable. This will avoid the cost of a separate mailing.
Participants should notify their employees both at the time of the original application for their post and before each exercise, for example, by including a summary notice in their payslip.
NFI 2012/13 additional payroll fields
The 2012/13 data specifications require the inclusion of additional fields within some of the data submissions. The additional fields required for the payroll data submission may not normally be considered as ‘key payroll data’. Participants should therefore consider revising the summary fair processing notice to reflect the inclusion of these additional fields. This revision has been included in the examples below.
Examples of the summary text are available below.
Level 1: Summary text – example for application forms (for example, for benefits, housing tenancies, employment, market traders and taxi drivers)
This authority is under a duty to protect the public funds it administers, and to this end may use the information you have provided on this form for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes. For further information, see {web-link to Level 2 notice on authority’s website} or contact {name and contact details}.
Level 1: Summary text – example for payslips (for employees)
Please note that key payroll data and personal identifiers such as contact details may be provided to bodies responsible for auditing and administering public funds for the purposes of preventing and detecting fraud. For more details, see web-link to Level 2 notice on authority’s website} or contact {name and contact details}.
Level 1: Summary text – example for letters (for example, to pensioners, employees and tenants, where communication by newsletter, payslip and so on is not practicable)
This example has been drafted for pensioners; the words in [square brackets] should be amended accordingly for employees, tenants etc.
Dear {name [of pensioner]}
THIS LETTER IS FOR INFORMATION ONLY – YOU ARE NOT REQUIRED TO TAKE ANY ACTION
We are participating in an exercise to promote the proper spending of public money.
We are required by law to protect the public funds we administer. We may share information provided to us with other bodies responsible for auditing or administering public funds in order to prevent and detect fraud.
The Audit Commission currently requires us to participate in its anti-fraud initiative. For this initiative, we are providing details of [pensioners] so that they can be compared to information provided by other public bodies. This will ensure, for example, that [no pensions are being paid to persons who are deceased or no longer entitled, and that occupational pension income is being declared when housing benefit is applied for].
Sometimes wrong payments are made because of a genuine error. Previous exercises have uncovered instances of [pensioners] receiving too little [pension], resulting in the payments to [pensioners] being increased. These exercises, therefore, help promote the best use of public funds.
You do not need to respond to this letter. You may be contacted again in the future if the exercise suggests you are not receiving the correct amount of [pension]. Further information is available on our website at {Participant’s web-link}. However, if you do have any questions, you should contact {name and contact details}, who can also provide hardcopies of information available on our website.