This notice should be read in conjunction with our corporate privacy notice.
Who are we?
North Yorkshire Council is a ‘Data Controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).
What personal information do we collect?
In order to deliver our environmental services and climate change service, we need to collect both personal and special category data depending on the specific service being delivered.
Personal data may include:
- names and contact details
- addresses
- date of birth
- nationality
- identification documents
- case information and case details
- education history for example, qualifications
- financial information
- photographs or video recordings
- call recordings
Special category data may include:
- health information (including dietary requirements, allergies and health conditions)
Why do we collect your personal information and what is our lawful basis for processing?
We need to collect this information in order to fulfil our obligations in regard to the provision of the following services:
Waste services
Purpose
North Yorkshire Council are responsible for facilitating commercial and household waste and recycling collections and the operation of household waste recycling centres (HWRCs).
Lawful basis
UK GDPR Article 6 (1)(c) – processing is necessary for compliance with a legal obligation to which the controller is subject
UK GDPR Article 6 (1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
The council will also rely on the following lawful basis when processing your personal data in relation to the provision of its commercial waste services:
UK GDPR Article 6 (1)(b) – processing is necessary for the performance of a contract
When processing special category data, the council will rely on the following lawful basis:
UK GDPR Article 9(2)(g) – The processing of your special category data is necessary for reasons of substantial public interest (with a basis in law), meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:
- (16) Support for individuals with a particular disability or medical condition
Environmental Health
Purpose
North Yorkshire Council administer, enforce, regulate and advise on environmental health law which includes the following:
- food safety
- health and safety
- infectious diseases
- private water supplies
- public health
- contaminated land
- air pollution
- statutory nuisance
- stray dogs
- pest control
Lawful basis
UK GDPR Article 6 (1) (c) – processing is necessary for compliance with a legal obligation to which the controller is subject. For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 2 of the Data Protection Act 2018 as below:
- (6) statutory and government purposes
UK GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest.
- (6) statutory and government purposes
When processing special category data, the council will rely on the following lawful basis:
UK GDPR Article 9(2)(g) - processing is necessary for reasons of substantial public interest (with a basis in law), meeting schedule 1, part 2 of the data protection act 2018 as below:
- (6) statutory and government purposes
Hitting Hard Project
Purpose
Consultants have been procured to produce an assessment of the problems that occupiers and owners of hard-to-decarbonise homes have when transitioning towards zero carbon and an action plan of how this information can be used by the council to focus further rounds of LADS/HUGS funding with the support of the Shared Prosperity Fund. The project is split into two distinct focal points – traditional stone homes in the Yorkshire Dales and Victorian terrace homes.
Completion of the research report will allow the council to bid for top-up funding for hard-to-decarbonise homes and facilitate equitable access to the energy transition for owners and occupiers of stone homes and Victorian terraces, especially the fuel poor, assisting them to benefit from more accessible decarbonisation, resulting in more comfortable, cheaper-to-run homes.
The Hitting Hard Project will directly prepare the council to better utilise the expanding portfolio of housing decarbonisation funding opportunities (for example, green homes grant local authority delivery schemes, energy company obligation, home upgrade grants) and will support the ambition to transform the lives of more homeowners who live off the gas grid, particularly in rural areas.
Lawful basis
UK GDPR Article 6 (1) (b)- processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
The legislation, policies and guidance that relates to these services include, but is not limited to:
- The Environmental Protection Act
- Animal Health Act 1981
- Animal Welfare Act 2006
- Anti-social Behaviour, Crime and Policing Act 2014
- Building Act 1984
- Caravan Sites Act 1968
- Caravan Sites and Control of Development Act 1960
- Clean Air Act 1993
- Clean Neighbourhoods and Environment Act 2005
- Control of Dogs Order 1992
- Control of Pollution Act 1974
- Criminal Justice and Public Order Act 1994
- Environmental Protection Act 1990
- Food and Environment Protection Act 1985
- Food Safety Act 1990
- Food Safety and Hygiene (England) Regs 2013 (as amended)
- Gambling Act 2005
- Health Act 2006 (Part 1) and any regulations thereunder
- Health and Safety at Work etc Act 1974
- Health Protection (Part 2a Orders) Regs 2010
- Local Government (Miscellaneous Provisions) Acts 1976 and 1982
- Mobile Homes Act 2013
- Noise Act 1996
- Official Feeds Food Controls (England) Regs 2009
- Pollution Prevention and Control Act 1999
- Prevention of Damage by Pests Act 1949
- Products of Animal Origin (Import and Export) Regs 1996 (as amended)
- Products of Animal Origin (3rd Country Imports) (England) (Amendment) Regs 2010
- Public Health Act 1936
- Public Health Act 1961
- Public Health (Control of Disease) Act 1984
- Regulatory Reform (Housing Assistance) (England and Wales) Order 2002
- Smoke Free Regulations 2006
- Sunbeds (Regulation) Act 2010
- Sunday Trading Act 1994
- Water Industry Act 1991
- Working Time Regulations 1998
Who do we obtain your information from?
We may receive information from other agencies such as:
- Police
- HM Revenues and Custom
- Home Office Immigration
- NHS services
- Food Standards Agency
- Health & Safety Executive
- Environment Agency
- Department for Environment and Rural Affairs
- UK Health Security Agency
- Drinking Water Inspectorate
- other local authorities as well as members of the public
Who do we share this information with?
Information you provide may be shared with the following:
- council departments
- appointed contractors, Sustenic
- government departments for example, HMRC and DWP
- funding bodies
- the Environment Agency
- Driver and Vehicle Licensing Agency (DVLA)
- contractors where we have outsourced clinical and commercial waste collection
- North Yorkshire Fire and Rescue for assisted bin collection services
- Police
- Home Office Immigration
- NHS services
- Food Standards Agency
- Health and Safety Executive
- Environment Agency
- Department for Environment and Rural Affairs
- UK Health Security Agency
- Drinking Water Inspectorate
- other local authorities when allowed to by law for the purposes of the administration and enforcement of regulations and for the purposes of the prevention and detection of crime, public safety, public health, protection of the environment and prevention of fraud
Certain information about businesses (including your name and the address of any premises that relates to a business) may be published on a public register on our website when we are required to by law.
How long do we keep your information for?
Waste Services
| Data held | Retention period |
|---|---|
| General service requests and correspondence | 1 year |
| Duty of care records | 2 years |
| All records relating to your use and access to our household waste recycling centres by a specific registered vehicle | 1 year from when you tell us you no longer use this vehicle and return your proof of registration pass |
| Records in relation to financial transactions | 6 years |
| Requests for assisted collections are kept until service provision is no longer required | Until the service is terminated by the individual |
| Pest control service requests and provision | Current year plus previous year |
| Service requests for the dog warden service as directed by legislation for stray dog information | 1 year |
| Enforcement related correspondence and evidence/information | In accordance with legal requirements, up to a maximum of 10 years |
| Commercial waste - waste transfer notes | 2 years (statutory retention under the Environmental Protection Act 1990) |
| Commercial waste - additional information pertaining to the contract register of interests | Held for the life of the contract |
| ANPR recordings | If not required for evidential purposes, kept for 31 days prior to reuse or destruction. If required for evidential purposes, will be Retained from year records created for 6 years. |
| Closed circuit television recordings | If not required for evidential purposes, kept for 31 days prior to reuse or destruction. If required for evidential purposes, will be Retained from year records created for 6 years. |
Environmental Health
| Data held | Retention period |
|---|---|
| Food Premises Database and Register, record of visits, notices and general correspondence | 6 years |
| Infectious diseases | 6 years |
| Public Health Registrations, records of visits, notices and general correspondence | 6 years |
| Environmental Permits, record of visits, notices, invoices and general correspondence | 6 years |
| Contaminated Land Register including location maps | Indefinitely |
| Statutory Nuisance Investigations | 6 years |
| Private Water Supplies database including location maps, sample results, record of visits, notices, invoices and general correspondence | Indefinitely |
| Stray Dog Register | 6 years |
| Pest Control contracts and treatments, invoices | 6 years |
| Health and safety, record of visits, notices and general correspondence | 6 years |
| Warning letters | 6 years |
| Prosecutions | Indefinitely |
Hitting Hard project
| Data held | Retention period |
|---|---|
| Personal information | The council will keep your personal information in line with its retention schedule. Some information must be retained for a set period to meet legal requirements. Where no such requirements apply, the council will only keep the data for as long as it is needed for the purpose it was collected. |
Other relevant transparency information
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.