Waste and Street Cleansing - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data. We only collect and use more sensitive data in very particular circumstances that are set out in law.

The information we collect will depend on the service you want from us and/or the reason why we need to request and process information relating to you.

Details of information obtained from third parties?

We sometimes receive personal information from:

• Derby Homes
• NHS Healthcare Professionals
• GP surgeries
• Waste Contractors

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply:

• (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
• (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
• (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

 We process personal information where necessary to comply with our legal obligations, to perform tasks carried out in the public interest, or in the exercise of official authority vested in the Council, as provided for by Article 6(1)(b)(c) and Article 6(1)(e) of the UK GDPR, together with relevant legislation including the Acts and Regulations listed:

• UK General Data Protection Regulations
• Data Protection Act 2018
• UK GPDR 2021
• Data (Use and Access) Act 2025 (DUAA)
• Environmental Protection Act 1990 and Road Traffic Act 1998
• Clean Neighbourhood and Environment Act 2005
• Environmental Protection Act 1990

How is your information used?

We may use your information to:

• process payments or charge relating to services offered by all teams
• to carry out our obligations arising from any contracts entered into by you and us
• we may notify you of changes to our services or to inform you of new services in accordance with our public tasks you can opt out at any time by contacting gardenrecycling@derby.gov.uk
• send you communications which you have requested and that are of public interest
• fulfil our legal obligations and statutory duties under the Environmental Protection Act 1990 and Road Traffic Act 1998
• fulfil our public tasks in line with the public interest as set out in the Environmental Protection Act 1990 and the Clean Neighbourhood and Environment Act 2005

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed;

• Other Council Directorates and Derby Homes
• Where we have your consent to do so we may share information with elected members
• Where necessary and in accordance with our legitimate interests we may share information with Derby Homes.
• Statutory agencies, such as the Police, National Fraud Authority – We may share your information with statutory agencies in line with our legal obligations and/or in completion of our public tasks
• Doctor and/or medical professional for clinical waste service delivery.
• Relevant insurance companies regarding road traffic accidents.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You should check and update your personal information through Employee Self-Service or by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

We do not make any automated decisions about you.

Under 13

If you are accessing online services and are under the age of 13, please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical and analytical purposes
• to identify any malicious activity

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commission:

• by post: Information Commission, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit Information Commission or email casework@ico.org.uk.