National Fraud Initiative in Northern Ireland 2018/19 - Privacy Notice - Level 2

As part of the National Fraud Initiative, Libraries NI as the Data Controller is required to share information on payroll and supplier payment records with The Comptroller and Auditor General (G&AG). The C&AG is responsible for the prevention and detection of fraud, under his powers in Articles 4A to 4H of the Audit and Accountability (Northern Ireland) Order 2003.  As the use of data by the Comptroller and Auditor General in a data matching exercise is carried out with statutory authority, it does not require the consent of the individuals concerned under Data Protection legislation.  Data supplied to the C&AG will be retained in line with the Cabinet Office Data Deletion Schedule.

The C&AG will conduct data matching exercises on the payments records.  These exercises involve comparing computer records held by one body against those held by the same or another body to see how far they match. Where a match is found it indicates that there may be an inconsistency that requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.

For payroll this will include the following personal information:

Employee ID (Libraries NI unique identifier)

Title

Full Name

Address

Date of Birth

Gender

Home Telephone Number

Mobile  Number

Email Address

Date Joined (Libraries NI)

Date Left (Libraries NI)

National Insurance Number

Gross pay to date (for the year in question)

Contracted Hours per week

Bank Sort code

Bank Account Number

Building Society Roll Number

Supplier data will include the following, which may include personal information: 

Supplier Name

Address

Telephone Number

Bank Sort code

Bank Account Number / Building Society Roll Number

Invoice Number (Supplier)

Invoice Date

Payment Date

Total invoice amount

Method of payment

Payment Reference Number


Data matching by the Comptroller and Auditor General is subject to a Code of Practice. This may be found at www.niauditoffice.gov.uk.

For further information on the Comptroller and Auditor General’s legal powers and the reasons why he matches particular information, see the Level 3 notice on the NIAO website at www.niauditoffice.gov.uk.

The Data Protection Act gives you the right to access the personal information Libraries NI hold about you. If you would like a copy of your personal information or to object about use of your information then please email or write to the address below:

Data Protection Officer, Libraries NI, 25-31 Demesne Avenue, Ballymena, BT43 7BG Email: dataprotection@librariesni.org.uk

Under the terms of the Data Protection Act, there is a right of complaint to the Information Commissioner. The address for the Information Commissioner is: 

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

Telephone: 03031231113 

Email: casework@ico.org.uk​

For further information on data matching at the Northern Ireland Library Authority, contact Christopher Keenan, Deputy Finance Manager at Libraries NI, Business Support 2nd Floor, Portadown Library, 24-26 Church Street, Portadown, BT62 3LQ.


Libraries NI also has a zero-tolerance to fraud and any case of suspected fraud will be thoroughly investigated and dealt with appropriately.