Portsmouth City Council is a registered Data Controller (Registration Number Z5578313). Portsmouth City Council tries to meet the highest standards when collecting and using personal information in accordance with data protection law. This privacy notice tells you about how Portsmouth City Council collects and uses personal information.

What information do we collect?

Portsmouth City Council will only use the personal details that you have provided such as names, addresses, dates of birth and contact information in the form of telephone numbers and email addresses for matters related to the garden waste subscription service. We may also take and retain images of the front of properties subscribed to the service.

Why do we collect your information?

Portsmouth City Council uses personal information to:

  • Deliver Services.
  • Manage subscriptions.
  • Facilitate response to enquiries for our services.
  • Assist in service development.

How we use your information

Portsmouth City Council uses personal information to:

  • Ensure that we can contact you when we need to. This means that we can make you aware of any changes to things like your collection day or changes to service.
  • Contact you in the case of a subscription issue.
  • Allow you to pay for services of a recurring payment.
  • To contact you after your subscription expires

How do we keep personal information secure?

Portsmouth City Council ensures that your personal data is kept secure through the use of technical security measures for all our IT systems. Only relevant employees have access to the systems that we use. This is managed through comprehensive training, regular checks and validation.  Any systems that process personal data on behalf of ‘Leaf it Out’, such as payment and software providers, are governed by specific contracts to ensure that they do so securely and only for the purposes set out by Portsmouth City Council. Your personal data will also be stored on the Council’s back-office software provided by ‘Bartec Municipal Technologies Ltd’ to enable the administration of the service. The Council use a third-party contractor, ‘Pay 360 by Capita’ to process and securely store your card details when taking payments for the garden waste service.

How long do we keep hold of personal information?

Access to personal information

You have the right to know if Portsmouth City Council holds any personal information relating to you. You can do this by making a ‘Subject Access Request’ using the information in the ‘How to contact us’ section or by going to the Freedom of Information page. You will usually be entitled to see all of the data held about you but may not be entitled to see confidential information about other people.

Access to CCTV

Our bin collection lorries have CCTV and record their surroundings at all times.  CCTV is only viewed by employees when necessary. The footage is stored for a specific period, after which it is recorded over. We may view or share CCTV to investigate a complaint or antisocial behaviour, including with the police to prevent and detect a crime. We may also share CCTV for evidence in an insurance claim or court case.

CCTV images that are stored and catalogued may be accessed by individuals by making a ‘Subject Access Request’. Portsmouth City Council may not record CCTV at all locations with CCTV signage and not all CCTV cameras will be operational at all hours of the week. Individuals may not be able to see visual images that contain other identifiable individuals or are considered confidential under law e.g. if they are required for the prevention or identification of a crime.

Changes to this privacy notice

This privacy notice was last updated on 14 March 2024.

Complaints or queries

If you have a complaint or query about how we collect and use personal information, if you would like a change to be made to your record or want to object to processing of your information, please contact us using the information in the ‘How to contact us’ section.

If you would like to make a complaint or are not satisfied with the responses you have received from us after making a request, please contact:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number).

How to contact us

If you want to request details of our privacy policy and how we collect and use personal information, you can contact:

Corporate Information Governance Officer,
Corporate Services,
Portsmouth City Council
Civic offices,

Email: foi@portsmouthcc.gov.uk

Telephone: 023 9283 4385