The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for Streetcare Enforcement purposes. This information should be read in conjunction with the Council’s corporate privacy notice
1. Who we are, what we do.
The Streetcare Enforcement team provide front line services to customers in the form of direct services in the following areas:
- Litter control and general cleanliness including enforcement of littering, waste and offences under the Public Spaces Protection Order relating to dog fouling, dogs on sports pitches etc.
- Body worn cameras are used by Enforcement Officers to capture images of waste offenders.
2. What and whose personal information we hold?
We hold information about individuals which include name, address, telephone numbers, email addresses and dates of birth. These individuals can be residents, businesses or any other service user such as sports club or organisations who may request the use of our services at any time.
As we provide a service, which is wide ranging and inclusive, any person or organisation reporting offences, will need to contact us using our advertised methods. This contact however does not always require that personal information be offered up, but to be able to pin point areas for Enforcement action, often meaningful personal data is essential.
The types of information we hold and process will typically include:
- Email address
- Telephone numbers
- Location of any incident or where action is to take place
- What the action / issue is that is being requested / complained about
- What action has been taken to mitigate against the request
- Which officer/s have dealt with the request
- We also gather information such as dates of birth and images of individuals when dealing with issuing Fixed Penalty Notices to offenders
- Biometric information ie images recorded by the Enforcement Officers’ body cameras.
Individuals making a complaint will be asked if they are willing to provide a statement and present evidence where possible, regarding the complaint that they are making. This is optional, but providing as much information and evidence as possible will enable us to undertake a thorough investigation, depending on the level of detail given. Statements and evidence could be used in court if the incident progresses to that stage.
3. Where does the service get my information from?
Our information is gathered from our CRM (Customer Care) system which is populated by the following means:
- Council’s contact centre. Information is requested by the agent from the caller which will inform the system and subsequently the service
- By post. Some of the services we provide require an individual request and this is typically undertaken by a form which is completed by the requestor
- By local Members. We work closely with local Elected Members and they provide a crucial link to our customers. We receive personal data via them as above
- Via the Council website. Increasingly we receive requests for service and complaints via the website. This method informs our CRM system directly by means of e-forms which the requestor completes.
- Via social media. We increasingly receive requests for service from this avenue, which result in action by our teams to provide services.
- Via other departments within the Council. This is used to determine eligibility to some services
- We also gather information from offenders when spoken to regarding specific offences.
- When a person, suspected of committing an offence, is dealt with by an enforcement officer, they are told that they are being filmed, using body cameras. A number of suspects give false details, or refuse to give any details at all, which means that the Council are unable to conclude their investigations in to the alleged offence. In order to identify suspected offenders, their images are published on the Council’s website as part of the “Who Done It” campaign.
4. What we will do with your personal information?
We hold information about customers, if they have been issued with Fixed Penalty Notices or prosecuted through the Court System.
We use this information to prosecute individuals for non payment of Fixed Penalty Notices and for prosecution of Fly Tipping offences.
5. What is the legal basis for the use of this information?
6. Does the service share my personal information with any other organisation?
For the Service to undertake its duties in relation to the Enforcement, we are required to share information with the following:
Other Council departments:
- Parks and Countryside (when processing public spaces protection orders)
- Central Government
- South Wales and Gwent Police (if further crimes are identified whilst investigating issues such as fly tipping)
- Other Local Authorities (details of previous fly tipping convictions)
- Natural Resources Wales (MEMEX system to share information with other Local Authorities as above)
- Elected Members
7. How long will my information be kept?
Information will be kept whilst still relevant but in most cases there is no specific retention date.
8. Your information, your rights
9. Contact us
If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:
By email: CustomerServices@rctcbc
By telephone: 01443 425001
In writing: Sardis House, Sardis Road, Pontypridd CF37 1DU