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Environmental Services - Privacy notice

Who we are and what we do

The council is a data controller under the Data Protection Legislation as we collect and process personal information about you in order to provide Environmental Services and meet our statutory and regulatory obligations.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Tel: 01993 861194

Why we need your information and how we use it

The council has to collect personal information from individuals to enable us to fulfil our statutory obligations for the collection, transportation and processing of waste. The council has a duty of care to ensure the waste is recovered and disposed of without endangering human health or causing harm to the environment.

The council may use personal information, in particular, email addresses to contact residents requesting completion of a satisfaction survey about the waste and recycling service.

Waste includes, but is not limited to rubbish, recycling, garden waste, food waste, infectious healthcare waste and bulky waste.

We have a statutory obligation (PDF 126KB) to provide these services in accordance with the following legislations, the list is not exhaustive:

  • Environmental Protection Act 1990
  • The revised  EU Waste Framework Directive 2008
  • The Waste (England and Wales) Regulations 2011

In addition the council is responsible for the grass cutting and maintenance on council owned land and on behalf of parish, town and county council.

What type of information is collected from you

In order to administer our services we collect the following information from you:

  • name
  • address
  • contact details (email, telephone number etc)
  • bank details (where a payable service is used by the resident)
  • date of birth (for applicable applications)
  • proof of residency and  date of birth (for applicable applications)
  • photographs (of the location in cases of collection complaint etc)

We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you. 

Who your information may be shared with (internally and externally)

We will share some information you have given us with other services within the Council and external contractors working on behalf of the council.

How long we keep your information (retention period)

Data is only held as long as is necessary, unless superseded by statutory regulation such as the treatment of financial records where a service is paid for, and disposed of securely when it is no longer needed.

How we protect your Information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

For any payments which we take from you online we will use a recognised online secure payment system.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights 

You have rights under the Data Protection Legislations:

  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data erased in certain circumstances
  • to object to or restrict how your personal data is processed
  • to have your personal data transferred to yourself or to another business in certain circumstances
  • you have the right to be told if we have made a mistake whilst processing your data and we will self report breaches to the Commissioner. 

How you can access, update or correct your information

The Data Protection Legislation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your Environmental  Services data along with all other personal records. For more information visit our data protection page.

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of our records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date, email us or write to us at:

Environmental Services
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Contact us

Further information

If you would like to know more about how we use your information or if for any reason you do not wish to have your information used, email

You can also complain to the Information Commissioner.

We reserve the right to update this privacy notice from time to time by publishing a new version here on our website.