Privacy notice for Environmental Services

What do we use the information for?

Environmental Services use this information, on behalf of East Riding of Yorkshire Council, to deliver a variety of services including:

• Waste Collection – this service is provided for both domestic and commercial customers. This includes requests for assisted collections, bin deliveries, advice on recycling and waste. We also hold information regarding missed collections, complaints and comments
  
• Forestry Services – including carrying out scheduled inspections of all trees in the East Riding and requests for tree works
  
• Grounds Services – maintenance of council land (including parks, open spaces, council house gardens and verges)
  
• Cemeteries and churchyards – including selling graves and plots, transferring of grave ownership, arranging interments, ordering memorial plaques and benches, inspection of headstones
  
• Markets – running outdoor markets across the county
  
• Allotments – operating allotment plots
  
• Play Areas – including inspections and maintenance work. 

What information do we hold and use?

Environmental Services collect and process the following information:

• Personal information (such as name, address, contact details)
  
• Details of enquiry, complaint or request. 

On what grounds do we use the information?

Environmental Services has a legal obligation and statutory duty to provide individuals with certain information under a number of regulations including:

• Health & Safety at Work Act (1974)
  
• Local Authorities’ Cemeteries Order 1977 (England and Wales)
  
• Environment Act 1995
  
• Waste (England and Wales) Regulations 2011
  
• Waste Duty of Care Code of Practice
  
• Highways Act 1980
  
• Allotments Act 1950
  
• Playground Safety Guidelines (1998). 

How do we collect this information?

The data is collected using a variety of methods such as the online forms on the East Riding Website, calling or visiting the Customer Service Centres or contacting the department directly. In the case of more complex enquiries (such as purchasing a cemetery plot) we will post you a form to fill in and return. 

Who we share your information with?

Environmental Services will not share personal data outside of the council and will only share this data with relevant and necessary members of the team. For example, in the case of a missed bin, information regarding the address and bin colour will be passed onto the collection crew so they can empty the bin. 

Environmental Services will pass information to different council departments. For example, in the case of purchasing one of our services, we will provide the Corporate Billing department with the name, address and billing instructions. 

The only circumstance were data is shared with an external organisation is in the case of after an interment, the Death Certificate is completed and returned to the Registrar by post.

How long do we store it and is it secure?

Environmental Services has a retention schedule in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention explained page.

Details of how we keep your information secure are available on the general privacy information page. 

What rights do you have?

Under GDPR individuals have the right to control the information held about them and how it is used.  The rights that you have depend upon the grounds upon which your information is collected.  All of the rights you could have are outlined on at www.eastriding.gov.uk/dataprotection.  For the purpose of delivery and administration of Environmental Services legal obligations, statutory duties and discretionary services and/or to comply with contractual obligations relating to them, individuals will have the following rights:

• The right of access - You are entitled to see the information Environmental Services holds about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk
  
• The right to rectification - If you believe any information Environmental Services holds about you to be incorrect please email sd.complaints@eastriding.gov.uk and we will amend the information accordingly. 
  
• The right to erasure/right to be forgotten – Environmental Services has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to sd.complaints@eastriding.gov.uk
  
• The right to restrict processing - Should you wish Environmental Services to limit how we use your data please email sd.complaints@eastriding.gov.uk with the reason for your request. 
  
• The right to data portability – Environmental Services has determined that there will be no requirement for data portability. 
  
• The right to object - In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions. Should you wish to object please email sd.complaints@eastriding.gov.uk with the reason for your request.

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

Contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner’s Office.