Who we are and what we do
This privacy notice explains how we use information about you and how we protect your privacy in these services.
We are part of Epsom & Ewell Borough Council, which is a data controller. The Council has a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer, at firstname.lastname@example.org or by calling 01372 732000 and asking to speak to the Data Protection Officer.
As a local authority we have a number of different functions, which are explained in more detail on our Privacy and Cookies page.
What we need
For normal weekly kerbside recycling and refuse collections we generally do not need any information from you. But we will need personal information if:
- You are registered, or wish to register, for our assisted collection service (which we call the ‘pullout’ service). To register for this service will ask you for your name, address and contact details. We will also ask you why you wish to join the service, in order to check your eligibility.
- You subscribe, or wish to subscribe, to our garden waste recycling service. To subscribe to this chargeable service we will need your name, address and contact details, as well as relevant payment details. Payment may be made by credit card, cheque or Direct Debit Mandate.
- You use our bulky waste collections service. To use this chargeable service we will need your name, address and contact details, as well as relevant payment details. Payment may be made by credit card or cheque.
Why we need it
- Assisted collection (‘pullout’) service: This service is designed solely to assist elderly or disabled residents who are unable to take their bins out for collection. It is not for general use, as that would have a significant impact on our ability to deliver cost-effective services. Therefore, we must know who is requesting the service and why. And, although we do not always do this, we reserve the right to visit you to check the validity of the service in the overall interests of the Borough.
- Garden waste recycling service: This is a chargeable service available only to residents who pay the annual subscription charge. We must therefore know who is requesting the service, and how they are going to pay.
- Bulky waste collections service: This is a chargeable service available only to residents who pay the relevant charge (charges vary depending on what you want us to collect). We must therefore know who is requesting the service, and how they are going to pay.
Will your personal information be shared?
The information that you have provided will be held by us and will only be accessed by authorised council employees. It may be noted that names, contact numbers and financial information are not shown on operational instructions. These are restricted to what and where the job is (e.g. “Collect sofa at 1 Any Street, Any Town”)
In addition to administering your recycling and refuse collections as above, we are allowed to share data about you with others for a range of reasons. These include when we have to share your data for legal reasons and might result in your data being shared with:
- The police
- The immigration service
- The National Fraud Initiative
- The Department for Work and Pensions
- HM Revenue and Customs
- Courts, tribunals and other regulatory bodies
- The Electoral Registration Officer
- The Council’s auditors
We may also use your personal information if it is in your vital interests, where your life is or could be in danger. This will not happen very often, if at all, but it will help to identify and assist individuals whose vital interests are threatened, and /or who need additional support during emergencies or major incidents, for example emergency evacuation. For example, records of residents using our assisted collection (‘pullout’) service, who are by definition vulnerable, may be of vital help in an emergency situation.
We will share data about you between council departments so that we can keep your details up-to-date and improve our service to you. We may also share information where we have your prior consent or there is another legal reason for doing so.
If we use a third party to provide you with council services we will pass your details to them in order that they can provide the service. The third party will only be able to use data to provide the services and for no other reason.
Processing based on consent
If we are processing your data because you have consented to us doing so you can withdraw that consent at any time by getting in touch with us. Unless there is another legal basis for us to process your data we must stop processing your data when you withdraw consent. This may mean that we can no longer provide services to you.
How long will we keep it for?
Your personal data will be removed in line the legislation governing records of this nature.
What are your rights?
For full details you rights as a data subject please see our Privacy and Cookies Page.