Libraries NI National Fraud Initiative in Northern Ireland 2022/23 - Privacy Notice - Level 2
As part of the National Fraud Initiative, Libraries NI as the Data Controller has a statutory duty to share information on payroll and supplier payment records with The Comptroller and Auditor General (G&AG), for the purpose of the prevention and detection of fraud. The relevant powers are contained in the Serious Crime Act 2007, which adds Articles 4A to 4H to 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 across the UK 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, which is stored on Libraries NI’s records as at 30 September 2022:
- Employee ID (Libraries NI unique identifier)
- Full Name
- Date of Birth
- 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, which is stored on Libraries NI’s financial accounting system as at 30 September 2022 :
- Supplier Name
- 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
The information will be shared with the C&AG during the period 7 October 2022 and 18 November 2022.
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 they match 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: email@example.com
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
For further information on data matching at the Northern Ireland Library Authority, please contact Kathleen McLoughlin, 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.