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Waste management HWRCs privacy notice

1 Council Contact Details

1.1 West Northamptonshire Council

Registered Office:
One Angel Square
Angel Street
Northampton
NN1 1ED

Tel: 0300 126 7000

The Data Controller is West Northamptonshire Council

ICO registration number: ZA896620

The Waste Disposal team can be contacted by email at [email protected].

1.2 This privacy notice sets out the information for the Council’s Waste Management Service which covers:

  • A Household Waste Recycling Centres Booking system
  • B Household Waste Recycling Centre E-permit scheme
  • C Charity Waste Permits

Waste Management collect and process a range of data about you in order to allow access to the Household Waste Recycling Centre service which include the booking system, e-permit scheme and charity waste permit scheme.

1.3 This privacy notice should be read in conjunction with the Corporate Privacy Notice and the Data Protection Policy

2 Information that we hold

2.1. Information about the types of data we collect to deliver this service. 

The personal and special category data we collect varies according to the purpose of the contact.  Applications for our services are not restricted to people living or working in Northamptonshire. Anyone is entitled to contact the Council about our service. The information we hold may include:

  • Your name (including first and second name)
  • Your address (including postcode)
  • Your email address
  • Vehicle registration numbers
  • Photographic evidence including still photos and CCTV images including ANPR.
  • Images from body worn cameras used by our contactor (FCC) who operate the Household Waste Recycling Centre Service on our behalf of WNC.
  • Contact we have had with you such as correspondence (incoming and outgoing) relating to all aspects of waste management service
  • Proof of address or vehicle ownership
  • Evidence to support investigations or prosecutions into allegations of service or permit misuse and abuse.
  • Evidence to support investigations into complaints received in the service.
  • Record of incoming and outgoing calls to or from Waste Management

Where applicable we will also collect and process Special Category Data relating to:

  • Health data, in relation to assistance required at the Household Waste and Recycling Centre.

3 How and why your information is collected and used

3.1 How we collect this personal information.

Most of the personal information we process is provided to us directly by you in the following ways:

  • Face to Face
  • Application form (booking system, epermits, charity permits)
  • Telephone
  • Email or in writing
  • CCTV monitoring of ingress/egress

3.2 Why we collect your information.

There are a number of reasons why we need to collect and use your personal information.

Much of what we do in Waste Management is governed by legislation, set nationally, which requires us to provide various services across West Northamptonshire. We process personal data to deliver public tasks outlined in the follow pieces of legislation:

  • Section 68 of the Serious Crime Act 2007 that allows us to share information
  • Code 33 Protection of Freedoms Act 2012
  • Section 30 (1) (a) Surveillance Camera Commissioners’ code of practice.

We provide a statutory service in our role as the Disposal Authority for West Northamptonshire which involves making arrangements for the places at which persons resident in its area may deposit their household waste which is a duty primary under the Environmental Protection Act 1990.

The information we collect, and store is also used to provide an auditable record of service delivery and enables us to contact people initiating issues to request further information. Information such as vehicle registration numbers are also collected to prevent abuse of the facility, safety of the operatives and management of the sites.

Whenever we collect information, we always limit this to only the details that are needed. We ensure that data is used and stored safely and securely. We require anyone we share information with, or who uses it on our behalf, to do so too. All Waste Management staff have received training on data protection and information security.

3.3 Lawful processing

We rely on the following lawful reasons to process your person data in the Waste Management Service 

UK GDPR Article 6

a. Explicit consent has been provided by the data subject;

e. Processing is necessary for the performance of a task carried out in the public interest

UK GDPR Article 9(2)

          g. Reasons of substantial public interest (with a basis in law)

4 What we do with the information

4.1 How we use your personal information

We collect information about people who have a requirement to use the services at the Household Waste recycling centres. This may include making a booking to visit one our sites, registering for a permit to visit in a commercial type vehicle, or with a trailer and registering for a charity permit.

The information will only be used for the purposes stated when it was collected. Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

4.2. Who we share your information with

In order to deliver a range of Waste Management services, to undertake our statutory and non-statutory duties as a Waste Collection Authority, it is often necessary for us to share information across the council, with our contractors or agents, with Elected Councillors and Parish Councils and with other partner agencies and government departments such as the enforcement team. The council will undertake to share information with the following circumstances or law require. 

  • FCC Ltd for the operation of the HWRC service
  • Pentagull as the provider of the HWRC booking system.
  • Environment agency
  • DVLA to identify the registered keeping in connection with the prevention and detection of crime.
  • Paynet in order to enable payments for charity permits
  • Other Local Authorities
  • Regulatory and statutory bodies
  • Law enforcement agencies in connection with the prevention and detention of crime
  • National Fraud Initiative (NFI) 

WNC is required by law to protect the public funds in administers. We will share information provided to us with the other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud. Details of this can be found in the Commission’s National Fraud Initiative guidance. 

  • Anybody deemed necessary to enable us to carry out our service or function. 

When we publish information in public, we will follow procedures that we have in place to remove personal data associated with the record.

We will share personal information with law enforcement agencies or other authorities only if required by applicable law and in accordance with UK GDPR and the Data Protection Act 2018.

4.3 Automated Decision making

We do not use automated decision making for this processing. Automated decision-making is where decisions are made about you without any human influence on the outcome. These may affect your legal rights or have an impact on your circumstances, behavior or choices.           

4.4 Data Profiling

There is no profiling undertaken in relation to this processing. Profiling is where parts of an individual’s personality, behavior, interests and habits are analysed to identify their preferences, make predictions or decisions about them.

4.5 Automated Processing including AI

The Waste Management service does not use automated processing or Artificial Intelligence in respect of your personal data. 

E.g. Automated processing includes use of internal or external text generation tools to create case file notes and reports. Artificial Intelligence includes the use of software to complete tasks more usually undertaken by people.

5 How long we keep your information for and how we securely dispose of it after use

5.1 Information about how your personal data is kept

We only keep information for as long as it is needed in line with the council’s retention schedule. Information on bookings and permits will be kept for 15 months from the date of your appointment or application unless it forms part of an investigation or enforcement action by the Council or other enforcing authority.

Your personal date may be converted (‘anonymised’) into statistical or aggregated data in such a way as to ensure you are not identified in any way from it. Aggregated date cannot, by definition, be linked back to the individual. The data might be used to conduct research and analysis, including to prepare statistical research and reports. 

5.2 We will securely dispose of your information in line with the Council's Retention Schedules.

6 How we store your information

6.1. Physical (paper) records

No physical records are held.

6.2 Electronic information

Waste Management Services data is securely stored on the council’s computer network or on cloud severs in the UK. 

Data completed in relation to the booking system and permit scheme is stored on a secure cloud based system managed by the booking system provider Pentagull.

7 Your data protection rights

7.1. The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 5 of the council’s Privacy Policy for further information.

7.2. Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

8 Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2. If you are still dissatisfied with how we have used your data once you have made a complaint through the council’s internal complaints procedure you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

9 Changes to this Service Privacy Notice

9.1 Privacy notices are live documents and will be updated or revised periodically in line with service changes and / or new legislation requirements.

This privacy notice was last updated in October 2025

The update reference number is: PNS/25/049/K

Last updated 16 October 2025