What information do we need?
Argyll and Bute Council will act as the ‘Data Controller’ for the personal data you provide to us. The Data Protection Officer, who is responsible for ensuring personal data is managed in accordance with data protection legislation, can be contacted as follows:
Address: Iain Jackson, Governance and Risk Manager, Argyll and Bute Council, Governance and Law, Kilmory, Lochgilphead PA31 8RT.
Email: Iain.Jackson@argyll-bute.gov.uk or data.protection@argyll-bute.gov.uk
Telephone: 01546 604188 or 01546 605522
The information we collect will include basic details such as your name, address, e-mail address. However, in some case we may need to ask you for more personal information which is described in the legislation as Special Category Data or sensitive personal information.
For the purposes of Assisted Collection and Second Domestic Bin Applications, the personal data we require may include special category information about you (also known as ‘sensitive personal data’) which may include details of health.
Why do we need this information?
You are giving us your personal information to allow us;
- To process your request for waste collection services, additional or replacement bins, amenity services including grass cutting, pest control, street cleaning or winter maintenance.
- To record and investigate reports of missed bins, road or lighting faults or defects, fly tipping, graffiti, pest problems, abandoned vehicles, dead animals and dog control/fouling/lost/found.
- To respond to other enquiries including those relating to playgrounds and cemeteries
We need to know this information in order to:
- To provide you with the services you have requested
- To verify your identity where required,
- To contact you by post, email or telephone and
- To maintain our records
For this specific services of Assisted Collection and Second Domestic Bin Applications we will also process your information for assessing a medical need as the reason for additional or assisted waste collection.
If you do not provide this information then we will be unable to provide those services to you. We will not collect any personal data from you that isn’t needed for delivery of those services.
Our legal basis for processing your information:
- Public tasks – processing is necessary to be able to provide the services noted above under the official authority vested in the Council
- Consent – where details of health conditions have been presented by you to qualify for a service you have given us your consent to process your personal data when you accept the terms at the end of the submission form.
What we will do with your information
In order to provide this service(s), we will share your information with the categories of organisations listed below for the purposes specified
- Regulatory and law enforcement bodies in compliance with legal obligations i.e. Regulatory Services, Police
- Other Council services to help us improve our services
UK or International Data Processing
All of the information we collect from you will be processed by staff in the United Kingdom. You should be aware that your data will be stored on servers located within the United Kingdom; the data will not be processed outside the European Union. We will take all reasonable steps to ensure that your data is kept securely and more information can be provided by the Data Protection Officer if required.
How long will we keep your information?
We will usually keep your information for:
| Type of information | Length of time |
|---|---|
| Enquiries, reported incidents and requests for one off services (Street cleaning etc.) | 1 year beyond the end of the financial year it was received. |
| Bulky waste collections | 2 years after the last action was taken in completing the service |
| Controlled waste collections | 5 years after the last action was taken in completing the service |
| Requested ongoing services (Assisted collection etc.) | Reviewed annually then retained for year after the service ceases to be provided. |
After this period it will be destroyed under secure arrangements if it is no longer required for the lawful purpose(s) for which it was obtained. More information on our retention schedule can be provided by the Data Protection Officer if required.
Automated Decision Making
There are no Automated Decision Making systems used for any of the purposes identified above
Your Rights
When you provide information to the Council, you will have the following rights:
- to withdraw consent at any time, where the lawful basis specified above is consent
- to lodge a complaint with the Information Commissioner’s Office – see below for details
- to request access to your personal data – please contact the Data Protection Officer if you wish to submit a request.
- to data portability, where the Legal basis specified above is i) consent or ii) performance of a contract
- to request rectification or erasure of your personal data, as far as the legislation permits – please contact the Data Protection Officer and provide details of what data you wish to be rectified or erased.
You can find out more about your rights in relation to data protection here: www.argyll-bute.gov.uk/data-protection or from the Data Protection Officer by telephone or in writing, as detailed above.
Information Commissioner’s Office
The ICO is the UK’s independent body set up to uphold information rights.
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk