Neighbourhood Services privacy notice

• Name
• Location of request
• Telephone number
• Email
• Payment information (for Penalty Charge Notices)

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is legal obligation. Colchester City Council has an obligation to meet our statutory duties under the Environmental Protection Act 1990 in line with Council Policies and Service Standards.

Agencies we might share your information with:

• Missed Textile Collection - where you have reported a missed Textile collection, we will pass your address details and the number of sacks missed to Essex Textiles who are our partner for collecting Textiles.

• Abandoned Vehicles:

  • The name and address of the vehicle owner may be shared with any landowner who wants to know the ownership details of a vehicle that is presumed abandoned on their land.

  • If a vehicle is suspected of being abandoned, then the local authority has a responsibility to deal with it. We will involve the Police and the DVLA to see if there is a registered keeper and then provide the landowner with the owner’s name and address in order to agree a satisfactory method of removing the vehicle.

• Flytipping:

  • Where we find discarded items of rubbish such as takeaway wrappings, we will liaise with food delivery companies to obtain customer order information .

Litter Warriors

If you apply to become a Litter Warrior, we collect your email address for the purpose of sending out the Risk Assessment. If you wish to proceed to become a Litter Warrior, we then collect your name and address in order to be able to provide the appropriate equipment and details of a collection point for regular litter collection (usually a neighbourhood litter bin).

Allotments

If you wish to apply for an allotment, you will need to register for an online account on the Colchester City Council website.  You will be required to give your name, address, telephone number and email address.  All new allotment leases are managed online and your details are required to facilitate management.

Beach Huts

If you buy a Beach Hut from an existing owner, a Transfer Fee may apply.  You will need to apply online giving your name, address, telephone number and email address as well as details concerning your use of the beach hut which determines the ongoing site rental cost.

Recycling Equipment Orders

Customers can order Recycling Equipment via our new Click and Collect system. These orders are either made online or by calling our Contact & Support Team. Customers will either be offered a Doorstep Delivery in the case of Customers with an Assisted Collection or else the opportunity to Collect their equipment from a stockist.

Doorstep Deliveries: We will collect your name, address, telephone number and email address to assure delivery.

Click and Collect: We will collect your email address and property address in order to confirm the order.

In both the above cases the property address is also recorded to prevent abuse of Council resources.

Textile Bags: If you require more blue textile bags, you can order these direct from Essex Textiles on their website – Essex Textiles Website.  Essex Textiles will require your address in order to deliver these to you.

Business Waste

Duty of Care Certificate for Businesses

In line with Section 34 of the Environmental Protection Act 1990, all businesses who produce waste need to hold an annual Duty of Care Certificate.  To do this, we collect the business name, a contact name, phone number and email address as well as details of waste.  This information is also used to process invoices.

Containerised Waste

We collect the business name, a contact name, phone number and email address as well as details of any rental containers and the frequency of collection.  The information collected is also used to process invoices.

Sack Based Waste

Sacks are ordered and paid for online. We collect the business name, a contact name, phone number and email address.  We will use this information to ensure the customer has a current Duty of Care Certificate in line with the Environmental Protection Act 1990.  This information is also used to manage the online payment process and the delivery.

Houses of Multiple Occupation (HMO)

The Council has a legal obligation to grant and enforce licensing for Houses in Multiple Occupation (HMO) and it does this under the Housing Act 2004 and Regulations issued as part of this.

Where Neighbourhood Services are advised of the existence of an HMO, we may share this information with the Private Sector Housing Team (see Private Sector Housing Privacy Notice) - Private Sector Housing privacy notice · Colchester City Council.

Fixed Penalty Notices

We issue Fixed Penalty Notices as a legal obligation under the Clean Neighbourhoods and Environment Act 2005.  If you are issued with a Fixed Penalty Notice, we will record your name and address and it is an offence to provide incorrect information.  If your Fixed Penalty Notice case is paid, and therefore closed, we will not share your information with any other agencies. 

There is no process of appeal with a Fixed Penalty Notice.  If you fail to pay a Fixed Penalty Notice, we will pass your details to the Magistrates Court for prosecution.  For more information about Fixed Penalty Notices, please see the Colchester City Council’s website Fixed Penalty Notices - Colchester City Council.

Length of time we keep your information

We will only store your personal information for as long as is necessary. Records will be kept in line with our retention policy. You have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting shrubend@colchester.gov.uk.

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.

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.