Cleaner Communities provides a waste management service to East Ayrshire residents and commercial businesses.
This notice is provided for clarification on what information we need in order to provide a waste management services in East Ayrshire.
Responsibilities of Cleaner Communities
Cleaner Communities provide a range of services including:
- the uplift of household general waste
- the operation of a household kerbside recycling service
- the management of a bulk uplift service
- a skip hire service
- the collection of general waste and recyclate from commercial businesses
- the management of the central recycling facility
- the management of the network of recycling points across East Ayrshire
- the management of the Council’s public convenience facilities
It is necessary for us to gather, collect, store and process personal information to assist in the running and provision of these services.
We put measures in place to protect the privacy of individuals throughout this process.
Responsibility for your information
All personal information is held and processed by East Ayrshire Council as Data Controllers in accordance with Data Protection law.
For information on the role of the Data Controller, Data Protection Officer and contact details for the Council, please refer to our Privacy Statement.
What personal information we need and why
We will collect information about you or your household composition (partner or dependants), such as:
- your name
- address
- telephone number
- email address
- date of birth
- other relevant information needed to provide a kerbside recycling service or uplift of waste services such as:
- your landlord details, or
- onsite waste recycling service, such as your vehicle registration details
We will use this information to provide a waste management service. We will check some of the information with other sources to ensure the information provided is accurate.
If this information is not provided it may affect our ability to process an application or provide a service.
Lawful basis for processing personal information
The lawful basis for processing personal data are set out in the data protection legislation. In this case the lawful basis for processing individuals’ data are:
- public task - the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law
- contract - the processing is necessary for the performance of a contract
The information is required by the Council in order to carry out its duties under the Local Government Scotland Act 2003 and associated Regulations including:
- Environmental Protection Act 1990
- The Waste (Scotland) Regulations 2012
- European Landfill Directive 1999/31/EC
Special category data
Data protection legislation defines Special Category Data as data relating to processing of personal data regarding:
- racial or ethnic origin
- political opinions
- religious or philosophical beliefs
- trade union membership
- the processing of:
- genetic data
- biometric data
- data concerning health
- data concerning a person’s sex life or sexual orientation
We will have a requirement to process some types of Special Category Data and in particular:
- racial or ethnic origin information for monitoring purposes
- health information to support the provision of services such as assisted pull – out service or to arrange additional container capacity due to medical waste.
Lawful basis for processing Special Category Data
The processing is necessary for reasons of substantial public interest. This is on the basis of Union or Member State law which shall be proportionate to:
- the aim pursued
- respect the essence of the right to data protection
- provide suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
Who we will share your information with and why
To enable us to provide these services we may share information under our legal obligations with partner organisations, including:
- Health & Social Care Organisations such as NHS Ayrshire & Arran and East Ayrshire Health & Social Care Partnership
- Police Scotland and other criminal investigation agencies
- External contractors
- Scottish Public Services Ombudsman
- Registered social landlords
- Housing Associations
- The (UK) Information Commissioner
- External Regulators
- Scottish Government
We will make any disclosures required by law and may also share information with other bodies responsible for:
- detecting or preventing fraud, or
- auditing and administering public funds
National fraud initiative
The Council is required by law to participate in the National Fraud Initiative (NFI) data matching exercises and information may be provided to the Cabinet Office for NFI purposes, and will be used for cross-system and cross-authority comparison for the prevention and detection of fraud.
How long we keep your information
We will only keep your information for the minimum period necessary.
After this time, information is deleted/destroyed in accordance with our Council approved Retention Schedule (PDF 814 KB) which explains how long we keep information for.
Providing accurate information
It is important that we hold accurate and up-to-date information.
If any details have changed, or change in the future, then individuals should ensure that they inform Cleaner Communities as soon as possible so that they can update their records.
Individuals' data processing rights
Under data protection legislation, individuals have the right to request access to information about them that the Council holds.
Individuals also have the right to:
- object to processing of personal data that is likely to cause, or is causing damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
- in certain circumstances, transfer their data to another organisation (data portability)
How to contact us
Individuals can contact us:
- regarding their data protection rights and the processing of their data
- if they have a concern about the way the Council is collecting or using their personal data
They should raise their concern with our Data Protection Officer in the first instance. Contact details can be found on our Privacy Statement.