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Data

Protection

Data Protection

As part of our commitment to the General Data Protection Legislation rules in effect from 25th May 2018, we have provided information about how we use your data. Please select the department below to find out more. Our privacy statement.

Assisted Collections

What do we do?

Local authorities have a responsibility to collect refuse from your home under the Environmental Protection Act 1990. Ubico carries out this function on behalf of several local authorities from whom we deliver services for.

Why do we collect information about you?

Local authorities have a legal duty to collect household waste. They are the controllers for your data, Ubico processes your data on their behalf. We do offer assisted collections for members of the public that require support to get their refuse, recycling, food and garden waste to the kerbside.

What Information do we Collect about you?

Name, Address, and Telephone number

For who?

Your Local authority - Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, West Oxfordshire District Council and Stroud District Council.

Who do we share it with?

We will share your information with Ubico departments in order to carry out this service or to address any concerns you may have and with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep your information for as long as you require this service.

Who do we collect information From?

Your Local Authority.

What are the consequences if we don't collect the data?

You may not have your waste and recycling collected.

Are any decisions about you made by automatic means?

No

Building cleaning

What do we do?

We provide Building Cleaning.

Why do we collect information about you?

We may collect information about you if you have a specific request and we need to contact you to address this. Otherwise we hold no information about you other than location information for carrying out the work.

What Information do we Collect about you?

To address an enquiry we collect name, address and telephone number.

For who?

Your local authority - Cheltenham Borough Council, Forest of Dean District Council, and Stroud District Council.

Who do we share it with?

We share your information with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

Until your enquiry is resolved.

Who do we collect information From?

You and your local authority - Cheltenham Borough Council, Forest of Dean District Council, and Stroud District Council.

What are the consequences if we don't collect the data?

We may not be able to resolve your enquiry.

Are any decisions about you made by automatic means?

No

Caretaking services

What do we do?

We carry out caretaking services on behalf of Local Authorities.

Why do we collect information about you?

We carry out caretaking services on behalf of Local Authorities.

What Information do we Collect about you?

If you contact us, we would have your name, address and telephone number in order to resolve your enquiry.

For who?

We carry out this function for Forest of Dean District Council.

Who do we share it with?

We will share this with you and the Local authority in which you live.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep this until we resolve your enquiry.

Who do we collect information From?

You and your Local Authority.

What are the consequences if we don't collect the data?

We may not be able to resolve your enquiry.

Are any decisions about you made by automatic means?

No

CCTV

What do we do?

In order to maintain Health and Safety we have CCTV on our vehicles and at the following Household Recycling Centres; Hempsted Recycling Centre, Wingmoor household recycling Centre, Fosse Crosse household recycling Centre, Oak Quarry Recycling Centre, Pyke Quarry Household Recycling Centre. We also have CCTV in operation at the following depots; Forest of Dean District Council, Swan Lane Depot, Lydney Gloucestershire, Cheltenham's Central Depot, Swindon Road Cheltenham, Cotswold's Depot, Packers Leaze, Broadway Lane, South Cerney, Stroud's Gossington Depot, Bristol Road, Dursley, West Oxfordshire District Council The Depot, Avenue 4 Station Lane Witney.

Why do we collect information about you?

The CCTV will collect all images within the vicinity of the vehicle or recycling area. You will be able to see signs that clearly point out CCTV is in operation. We use this is for the purpose of capturing any accidents, training purposes, Health and Safety incidents and for performance monitoring.

What Information do we Collect about you?

We will collect images of you, your vehicle and anything in the vicinity of the camera.

For who?

We do this for Ubico and for you. We use this to address Insurance claims, Health and Safety Purposes, to protect our staff and for performance management.

Who do we share it with?

We collect CCTV in our vehicles through a company called ISS International who provide us with the equipment. We collect information at our sites through Parfas at the HRC's, HS Systems at Cotswold depot, All Cooper Group at Cheltenham depot, Chris Lewis Security at West Ox Station Road depot and Scott Security at Stroud depot. This information is automatically overridden after 30 days. We would only download and access this in the event of an incident which related to Health and Safety, Insurance Claims or Performance Management, then the information may be shared with Publica who deal with our insurance, the police or the Line manager for the staff members involved.

Is any Information transferred outside the EEA?

No

How long will we keep it?

Images are automatically overridden after 30 days however we keep all the documentation relating to the Insurance Claim for 3 years or for the life of the investigation.

Who do we collect information From?

We collect the information from ISS International who manage CCTV on the vehicles. We also collect information from Parfas, HS Systems, All Cooper Group , Chris Lewis Security and Scott Security who manage our CCTV at our depots.

What are the consequences if we don't collect the data?

We will not be able to provide adequate information for Insurance purposes, protect our staff or monitor our performance.

Are any decisions about you made by automatic means?

No

Cemetery maintenance

What do we do?

We maintain the cemetery grounds.

Why do we collect information about you?

We do not. We collect data of those that are deceased.

What Information do we Collect about you?

None, we are passed your details when you are deceased.

For who?

We process this on behalf of Cotswold District Council.

Who do we share it with?

Cotswold District Council and the Ubico Department responsible for this area of the business.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We keep details of the deceased until the burial has been carried out.

Who do we collect information From?

Cotswold District Council

What are the consequences if we don't collect the data?

We cannot deliver the service to the local authority.

Are any decisions about you made by automatic means?

No

Clinical waste collections

What do we do?

We carry out disposal of clinical waste on behalf of Cheltenham Borough Council and West Oxfordshire District Council.

Why do we collect information about you?

We collect information about you so that we can locate the address for collection.

What Information do we Collect about you?

Your address, no personal data.

For who?

You and both Cheltenham Borough Council and West Oxfordshire District Council.

Who do we share it with?

We share information with your local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

This information is provided on a weekly basis as you require the service and kept for one week.

Who do we collect information From?

West Oxfordshire District Council and Cheltenham Borough Council.

What are the consequences if we don't collect the data?

You will not be able to have your clinical waste collected.

Are any decisions about you made by automatic means?

No

Contact us

What do we do?

You may wish to contact us from time to time.

Why do we collect information about you?

We like to know our customers, and contact you in a timely manner to answer your enquiry.

What Information do we Collect about you?

We ask you to provide us with your title, first name, surname, telephone number and email address so that we can contact you accordingly to address your enquiry.

For who?

We do this so we can provide an excellent service for you.

Who do we share it with?

We may need to share your enquiry and personal detail with the service area that can best resolve your enquiry. This will be passed to your Local Authority if we feel your enquiry is something they can resolve or need to be informed of as they are the controllers of your data as they have a legal duty to provide your waste management and recycling services under the Environmental Protection Act 1990. Our Website is managed by Bluelinemedia, who may have viewing access only to your contact details when maintaining or upgrading our website from time to time.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep your information for the life of your enquiry until it is satisfactorily resolved.

Who do we collect information From?

You or your local Authority.

What are the consequences if we don't collect the data?

We cannot contact you to answer your enquiry.

Are any decisions about you made by automatic means?

No

Fleet management

What do we do?

We currently operate workshops at our Cheltenham, Cotswold and Stroud depots. The workshops look after the majority of our fleet and equipment from hand held strimmers to 26 tonne Refuse Collection Vehicles.

Why do we collect information about you?

We only collect information about you if you access the Cheltenham workshop for MOT and testing.

What Information do we Collect about you?

Name and telephone number.

For who?

Ubico and you the customer.

Who do we share it with?

Vehicle details are shared with DVSA - Driving Vehicle Standard Agency and if you are a taxi driver it is shared with Licensing at Cheltenham Borough Council and the Police if requested.

Is any Information transferred outside the EEA?

No

How long will we keep it?

No longer than 12 months in our diary booking system then disposed of confidentially.

Who do we collect information From?

You the customer.

What are the consequences if we don't collect the data?

You will not be able to book in for MOT or testing.

Are any decisions about you made by automatic means?

No

Grounds maintenance

What do we do?

We maintain the grounds for Local Authorities, grounds such as parks, gardens and open spaces.

Why do we collect information about you?

We may collect information about you if you have a specific request and we need to contact you to address this. Otherwise we hold no information about you other than location information for carrying out the work.

What Information do we Collect about you?

To address an enquiry we collect name, address and telephone number.

For who?

Your local authority - Cheltenham Borough Council, Cotswold District Council, Forest of Dean District Council, Tewkesbury Borough Council, West Oxfordshire District Council and Stroud District Council.

Who do we share it with?

We share your information with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

3 years.

Who do we collect information From?

You and your Local Authority - Cheltenham Borough Council, Cotswold District Council, Forest of Dean District Council, Tewkesbury Borough Council, West Oxfordshire District Council and Stroud District Council.

What are the consequences if we don't collect the data?

We may not be able to complete the request.

Are any decisions about you made by automatic means?

No

Household recycling centre

What do we do?

We currently manage five Household Recycling Centres (HRCs) on behalf of Gloucestershire County Council, one Household Recycling Centre on behalf of Cheltenham Borough Council and a number of smaller 'bring bank' sites throughout Gloucestershire and West Oxfordshire. We are responsible for the day-to-day running of the sites, for keeping the sites clear of litter and fly tipping and keeping them safe for public use, to arranging the emptying of the banks and the timely transportation of the recyclate collected on site.

Why do we collect information about you?

If you require Asbestos bags or to book into one of the centres with a van you will be asked by Gloucester County Council to provide your details upon booking.

What Information do we Collect about you?

Name, address, email, telephone number, vehicle registration and proof of Identification.

For who?

Gloucestershire County Council.

Who do we share it with?

Gloucestershire County Council

Is any Information transferred outside the EEA?

No

How long will we keep it?

3 years.

Who do we collect information From?

You and Gloucester County Council.

What are the consequences if we don't collect the data?

You will not be able to use the services.

Are any decisions about you made by automatic means?

No

Jobs and Careers

What do we do?

If you would like to work for Ubico then we would like to know about you.

Why do we collect information about you?

We ask when you complete an application form that you provide us with personal information about you in order to process your application as part of our recruiting process.

What Information do we Collect about you?

We ask for your name, address, national insurance number, date of birth, employment and education history, Criminal convictions, references, information to confirm your identity and data regarding equalities and diversity to ensure we are recruiting fairly. If you are applying for a role which requires you to drive you will be asked to divulge any Driving endorsements.

For who?

For You and Ubico.

Who do we share it with?

We will share this data with Publica Ltd who deal with all aspects of our Human Resources. It would also be shared with the Manager responsible for recruiting at Ubico.

Is any Information transferred outside the EEA?

No

How long will we keep it?

If you are successful we would keep your information for the life of your contact and 7 years after your employment ends. If you are unsuccessful we will hold your information for 6 months.

Who do we collect information From?

We collect this for you.

What are the consequences if we don't collect the data?

If you do not provide the information you will not be considered for employment.

Are any decisions about you made by automatic means?

No

Organic waste collections

What do we do?

Ubico  collects organic (food and garden) waste from some households.

Why do we collect information about you?

You enter into a contract with the council to receive this service.

What Information do we Collect about you?

Name, address and contact number.

For who?

Your local authority - Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, West Oxfordshire District Council and Stroud District Council.

Who do we share it with?

We share this information with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep your information for 3 Years.

Who do we collect information From?

You the customer and your Local Authority.

What are the consequences if we don't collect the data?

You will not be able to access this service.

Are any decisions about you made by automatic means?

No

Pest control

What do we do?

We currently carry out the function of Pest Control on behalf West Oxfordshire District Council.

Why do we collect information about you?

We collect the information from you. You enter into a Contract for this service with West Oxfordshire District Council.

What Information do we Collect about you?

Your name, address, telephone number and email address.

For who?

We carry out this function for West Oxfordshire District Council.

Who do we share it with?

Your Local Authority and a contractor who will carry out the function of Pest Control on behalf of your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We keep your information for 3 years for audit purposes.

Who do we collect information From?

You and West Oxfordshire District Council.

What are the consequences if we don't collect the data?

You will not be able to access these services.

Are any decisions about you made by automatic means?

No

Public toilet cleaning

What do we do?

Locking and un-locking the toilets at set times, emergency key holder duties, as well as carrying out the regular checks and cleaning  the facilities.  

Why do we collect information about you?

We may collect information about you if you have a specific request and we need to contact you to address this. Otherwise we hold no information about you other than location information for carrying out the work.

What Information do we Collect about you?

To address an enquiry we collect name, address and telephone number.

For who?

Your local authority- Cheltenham Borough Council, Forest of Dean District Council and Stroud District Council.

Who do we share it with?

We share your information with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

Until your enquiry is resolved.

Who do we collect information From?

You and your local authority - Cheltenham Borough, Forest of Dean and Stroud District Councils.  

What are the consequences if we don't collect the data?

We may not be able to resolve your enquiry.

Are any decisions about you made by automatic means?

No

Recycling

What do we do?

Local authorities have a responsibility to collect refuse from your home under the Environmental Protection Act 1990. Ubico carries out this function on behalf of several local authorities.

Why do we collect information about you?

Local authorities have a legal duty to collect household waste. They are the controllers for your data, Ubico processes your data on their behalf.

What Information do we Collect about you?

Name, Address and a contact Telephone Number.

For who?

Your local authority - Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, Stroud District Council, West Oxfordshire District Council.

Who do we share it with?

We will share this information with Ubico departments in order to carry out the function of collecting your waste or addressing any concerns you may have and with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep your information indefinitely so that we do not miss your collection, with exception of individual contact, where we will keep this until we resolve any concerns you have.

Who do we collect information From?

Your Local Authority or you, the customer.

What are the consequences if we don't collect the data?

You may not receive the service you are entitled to.

Are any decisions about you made by automatic means?

No

Refuse

What do we do?

Local Authorities have a responsibility to collect refuse from your home under the Environmental Protection Act 1990. Ubico carries out this function on behalf of several local authorities.

Why do we collect information about you?

Local authorities have a legal duty to collect household waste. They are the controllers for your data, Ubico processes your data on their behalf.

What Information do we Collect about you?

Name, Address and a contact Telephone Number.

For who?

Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, Stroud District Council and West Oxfordshire District Council.

Who do we share it with?

We will share this information with Ubico departments in order to carry out the function of collecting your waste or addressing any concerns you may have and with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep your information indefinitely so that we do not miss your collection, with exception of individual contact, where we will keep this until we resolve any concerns you have.

Who do we collect information From?

Your Local Authority or you, the customer.

What are the consequences if we don't collect the data?

You may not receive the service you are entitled to.

Are any decisions about you made by automatic means?

No

Street cleansing

What do we do?

Your local council is responsible for sweeping streets and removing litter.

Why do we collect information about you?

We may collect information about you if you have a specific request and we need to contact you to address this. Otherwise we hold no information about you other than location information for carrying out the work.

What Information do we Collect about you?

To address an enquiry we collect name, address and telephone number.

For who?

Your local authority - Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, West Oxfordshire District Council and Stroud District Council.

Who do we share it with?

We share your information with your Local Authority.

Is any Information transferred outside the EEA?

No

How long will we keep it?

Until your enquiry is resolved.

Who do we collect information From?

You and your local authority - Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, West Oxfordshire District Council and Stroud District Council.

What are the consequences if we don't collect the data?

We may not be able to resolve your enquiry.

Are any decisions about you made by automatic means?

No

Trade Waste

What do we do?

Ubico collects Trade waste on behalf of commercial businesses.

Why do we collect information about you?

We do this on a contract basis with you through your Local Authority. We keep the Duty of Care certificates under the Environmental Protection Act 1990.

What Information do we Collect about you?

Name of the person requesting this service, the address it relates to and bank details for issuing accounts for payment.

For who?

We do this for you. You enter into a contract with your Local Authority either Cheltenham Borough Council, Tewkesbury Borough Council, West Oxfordshire District Council by completing this form.

Who do we share it with?

You the customer, local authority for payment, the Enforcement Department and the Environment Agency if required.

Is any Information transferred outside the EEA?

No

How long will we keep it?

2 years unless with Enforcement Department.

Who do we collect information From?

You the customer.

What are the consequences if we don't collect the data?

You will not be able to have a contract for Trade Waste.

Are any decisions about you made by automatic means?

No

Winter maintenance

What do we do?

We provide Winter maintenance (gritting) on behalf of some Local Authorities.

Why do we collect information about you?

We do not hold any information on you, unless you contact us with an enquiry.

What Information do we Collect about you?

If you contact us we would have your name, address and telephone number in order to resolve your enquiry.

For who?

We carry out this service on behalf of Cheltenham Borough Council and Cotswold District Council.

Who do we share it with?

In the instance of resolving your enquiry we will share you data with the department responsible for this service and the Local Authority responsible for the area your enquiry relates to.

Is any Information transferred outside the EEA?

No

How long will we keep it?

We will keep your details for the time it takes to resolve your enquiry.

Who do we collect information From?

You the customer or the Local Authority if you contact them.

What are the consequences if we don't collect the data?

We may not be able to resolve your enquiry.

Are any decisions about you made by automatic means?

No


The resident wanted us to know what a great service she always receives from the crew on the garden waste rounds. She said they are always lovely and work exceptionally hard.

Mrs D, via CDC 21.01.17

Cotswold District Council Tewkesbury Borough Council West Oxfordshire District Council Forest of Dean District Council Cheltenham Borough Council Stroud District Council Gloucestershire County Council