Household Waste Recycling Centre Permits Privacy Notice

We created the Household Waste Recycling Centre Permits Privacy Notice in December 2021 and will keep it under review.

When we use your personal data, City of York Council complies with data protection legislation, and is the registered ‘Controller’. Our data protection notification is registered with the Information Commissioner’s Office (ICO), reference Z5809563.

North Yorkshire County Council (NYCC), ICO reference Z7431779 and Yorwaste Ltd, ICO reference Z5892471 are the Data Processors.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy and transparency information for all of the City of York Council.


Collecting personal data

We collect your information when you apply for any Household Waste Recycling Centre (HWRC) permit.

We will:

  • only ask you for the information that is necessary to consider your application for a permit, such as your name, contact details and other information relevant to your permit application
  • protect it and make sure nobody has access to it who shouldn’t
  • ensure you know if you have a choice about giving us information
  • make sure we don’t keep it for longer than is necessary

We ask that you:

  • give us accurate information
  • tell us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

If you do not provide the information requested by us, we may not be able to provide you either with the information you need or process your application.


Using personal data

The information you give us will be used to process your permit application as you have requested.

The information we collect may be included in reports and statistics.

Any information for publication or use outside of the council staff who need to use it to process your application will be anonymised and will not identify any individuals.


Our legal basis for using personal data

We collect and use your information as set out in this privacy notice because you are asking us to consider your application for a HWRC permit, and we need to do this to process your application.


Sharing personal data

We have an agreement in place with NYCC to process HWRC permit applications and associated invoicing on our behalf.

We have an agreement with Yorwaste Ltd to manage day-to-day operations at our HWRCs, including the supervision of the use of permits.

We will only share your personal information with other council services as appropriate, such as Finance Services.

We must protect public funds and may use personal information and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds including:

  • the Audit Commission
  • the Department for Work and Pensions
  • other local authorities
  • HM Revenue and Customs
  • the Police

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud or tax investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

We will keep your personal data for 10 years, or 1 year from when you inform us you no longer wish to use the site and return any permits to us. We will then delete or destroy it securely.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.


Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.


Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

To find out about your rights under data protection law, you can go to the Information Commissioners Office website.

If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us on email: information.governance@york.gov.uk, or on telephone: 01904 554145, or write to:

Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA

See further details of your rights relating to personal data.


Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145