Garden waste subscription service

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy. 

This privacy notice will take effect from start date of the implementation of the Garden waste subscription service.  

This Privacy Notice sets out what personal data we will use, how we will use it, and why we need to in respect of Colchester City Council collecting your personal data to administer a garden waste subscription service. Garden waste collections, unlike recycling or waste collections, are classified as a discretionary service under the Controlled Waste (England and Wales) Regulations 2012. 

Information collected. 

We collect and process personal data that you provide to us which may include: 

• Name 
• Address 
• Email address 
• Contact number 
• Council Tax Reference number from people eligible for a discounted service 

Agencies we may share your data with 

Whilst working with you, we may share your information with some of the following third parties:  

• Depot Support Team,  
• Refuse Collection Service,  
• Sundries Accounts,  
• Customer Resolution Centre. 

 A dedicated permitting provider will be used. No bank details will be shared with the permitting company. 

This is so that we are able to: 

• Comply with legal obligations and legislative requirements. 
• Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you 
• To help if there is need of any professional or legal advice on a matter relating to you 
• To help prevent fraud and/or tackle crime 
• To improve and optimise the performance of our services 

The purpose and lawful basis for processing 

The lawful basis for the processing of your personal data is Contract. Colchester City Council requires the above information in order to support business needs and deliver the garden waste subscription collection service. We only request the minimum amount of information and ensure that it is stored securely.  

How long will we keep your personal data? 

We will only hold your personal data for as long as necessary and in line with our retention schedules. We will keep all records relating to the Garden Waste Subscription Collection Service for a period of 4 years following notification that you no longer require the service.  Records will be securely deleted in line with our retention and disposal policy. 

How we protect and store your personal data  

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately. 

Your information may be held outside of the UK.  Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.  

We use cloud providers and online application providers to help us run our business.  Therefore the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK. 

Updates to this privacy notice 

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.