Household Waste Recycling Centre (HWRC) Booking System and Site Access privacy notice

Find out how Stirling Council uses personal data by checking the Council’s website at the following address:

https://www.stirling.gov.uk/privacy-statement/

Our website contains a Register of Data Processing which lists all the different ways
in which the Council uses personal data.

This Privacy Notice provides more information about just one of those processes.

The Council has a Data Protection Officer to make sure it is complying with data protection laws.

They can be contacted at:

Data Protection Officer
Stirling Council
Old Viewforth
14-20 Pitt Terrace
Stirling
FK8 2ET

Email: dataprotection@stirling.gov.uk
Telephone: 01786 404040

To enable access to our Household Waste Recycling Centre (HWRC) we request personal information to create a booking, as this will allow us to process your application and administer a confirmation booking email.  We also use your information to verify your registrations number. 

Bookings can be made online or over the phone via our Customer Contact Centre.  

Booking System

In order to process your booking request we will gather:

• Your registration number. This is to ensure any visitors to the HWRC have registered their booking against a valid vehicle registration number. There is no limit to the number of visits for cars. Vans and any vehicles with trailers will be limited to 12 bookings per year. This data will help us manage this. The Council may require the data stored by the Booking System for possible use as evidence if we suspect site misuse. 
• Your email address. This is to allow us to send you a confirmation email of your booking.  This email will also provide a link which enables you to re-arrange and cancel your booking.  

Site Access

• When accessing the recycling centre, you will be required to show your booking reference number and a form of identification to confirm proof of address. 

We will also ask you to confirm your full name and address.

We provide these services to you as part of our statutory function as your local authority.  In regards to the booking system and site access, 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

Booking System

Processing your personal information is necessary for the performance of providing you with a booking to access a Stirling Council HWRC site.

If you do not provide us with the information, we have asked for then we will not be able to provide this service to you.

Site Access

Processing your information is necessary to ensure the delivery of a fair and equitable service at our Polmaise site.  

You will provide us with the data when you complete our online form or provide it to our contact centre if you make a booking over the phone. 

We will validate your address against the Stirling Council gazetteer and your vehicle registration using the DVLA data base.  

We will keep your personal data on a secure online portal hosted by Pentagull Ltd.

Any data taken from this database for administrative purposes will be encrypted and access restricted to key authorised personnel within the Service. 

Personal information such as your name, address and email address will be stored for 6 months.  Information relating to your registration number and vehicle details will be held for 24 months.  Information may be held longer if we suspect site misuse and is required to be retained as part of an investigation.

We will share your data with other Stirling Council employees to enable them to verify your booking on site.

If you book via our online booking form or via telephone, we will verify the information with you by accessing the DVLA data base.  This will be for the sole purpose to verify you are inputting a valid registration number.  We will not access any other part of the DVLA data base for any other reason.  

The booking system which is hosted by Pentagull Ltd will be administered and managed by the Waste Services Management Team. The day to day administration is the responsibility of the site coordinators and team leader. 

Information gathered by this system may be used as part of internal analysis to help improve our services. This data will be anonymised if required for any reporting purposes. 

Information may also be shared with the Police to assist with any investigations or issues related to site misuse. 

You have the following rights under data protection laws. If you have a request under any of these rights, you can make a subject access request.

Access to your information

You have the right to request a copy of the personal information that we hold about you. This is known as a subject access request and is free of charge.  We must respond within one month, although this can be extended to three months if the information is complex.

Correcting your information

We want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deleting your information

You have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained
• we are using that information with your consent and you have withdrawn your consent - see the 'withdrawing consent to using your information' section below.  Please note that in general we do not rely on consent as the legal basis for processing your personal information
• you have a genuine objection to our use of your personal information - see 'objecting to how we may use your information' below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information

You have the right at any time to tell us to stop using your personal information for direct marketing purposes, profiling or research purposes. 

Restricting how we may use your information 

In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. 

This right might also apply if we no longer have a basis for using your personal information - but you don't want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information

Where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Your request to transfer your data

If we are processing your personal information with your consent or as part of a contract with you, and it is held in an accessible and machine-readable format, you have a right to ask us to transmit it to another organisation. This is known as the right to data portability.

Our profiling or automated decision-making processes

We make some use of automated decision-making processes but very little use of profiling.  Where these techniques are used, this will be explained in the specific privacy statements relating to those functions, together with a description of the reason involved in any automated decision-making.

If you want to complain about or comment on how we have processed your personal information, you should email dataprotection@stirling.gov.uk

If you are still unhappy with how the council handled your complaint, you can contact the UK Information Commissioner's Office at:

The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF

Phone: 0303 123 1113

You can find further information on the Information Commissioners Office website.