How we use your personal information
The Environment Agency, Scottish Environment Protection Agency (SEPA), Northern Ireland Environment Agency (NIEA) and Natural Resources Wales (known as ‘environmental regulators’) run the IWS (International Waste Shipments) Online service. The environmental regulator you submit your data to is the Controller for your personal data. A Controller determines how and why personal data (personal information) is processed. Each environmental regulator has their own policy explaining your rights and how they deal with your personal information:
Personal information charter:
You can access the charter using the link or go to GOV.UK and search 'Environment Agency personal information charter'.
Natural Resources Wales:
The personal data we need
The personal data we collect includes names, addresses and contact details (including email addresses). We are allowed to process your data because we have official authority as the environmental regulators from the Relevant Regulations. The lawful basis for processing your personal data is to perform a task in the public interest that is set out in law.
If you do not give us the information requested during the application process, this may halt the processing of your application. During the lifespan of the notification if you do not provide us with the information we require or we find out that some of the information is incorrect you may be in breach of your conditions of approval. This may result in
- A warning (e.g. informing you to increase the financial guarantee)
- A formal caution (e.g. informing you to stop shipping waste)
- A prosecution depending on the breach of condition.
If you have included personal data about any other individuals in your submissions, you must inform them of this. You must provide them with a copy of this privacy notice so that they are aware of how their personal data will be used.
What we do with your personal data
We use the personal data to regulate you in accordance with the Relevant Regulations.
We do not use your data to make an automated decision or for automated profiling.
Any personal data that you provide directly to the IWS service or we input on your behalf is shared with our IT providers Civica Digital who host and assist in the processing of the data for us through the IWS service. We may share some of your data for the purpose of analytics that assist us in the improvement and optimisation of our service. Any data that they process is under a maintenance contract. They do not use any data contained within the service for their own usage.
We publish some of your analysed data along with the associated business names onto the governmental open data platform (data.gov.uk). When we receive a Freedom of Information request, the same format is applied to any data that we release. No personal data is ever released as part of these publications. No other data will be shared or disclosed to any other party outside EA without your explicit consent.
How long we keep your personal data
When the consent period for your notifications has expired and we have received all the required shipment recovery information for that notification, we will keep your personal data for a further 3 years in line with our standard information retention policy.
Where your personal data is processed and stored
We store and process your personal data on servers in the UK.
As part of the application process, we may transfer your personal data outside the United Kingdom. For example, if you are exporting waste to China, then we will send your data to the Chinese Competent Authority in order to carry out the regulatory requirements and gain their consent.
By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely. Unfortunately, the transmission of information via the internet is not completely secure.
Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Who is collecting my data?
The Controller is either, the Environment Agency, SEPA, NIEA or Natural Resources Wales. You can contact the relevant Data Protection Officer at:
Environment Agency:Data Protection Officer Environment Agency Horizon House Deanery Road Bristol BS1 5AH Email: dataprotection@environment‐agency.gov.uk
SEPA:Information Governance Unit Scottish Environment Protection Agency Strathallan House Castle Business Park Stirling FK9 4TZ Email: email@example.com
NIEA:Data Protection Officer DAERA Dundonald House Upper Newtownards Road Ballymiscaw Belfast BT4 3SB Phone: 0300 200 7850
Natural Resources Wales:Data Protection Officer Natural Resources Wales Ty Cambria 29 Newport Road Cardiff CF24 0TP Email: firstname.lastname@example.org
The Information Commissioner's Office (ICO) is the supervisory authority for data protection legislation. The ICO website has a full list of your rights under data protection legislation. You can access this at the following link: https://ico.org.uk/your‐data‐matters.
You have the right to lodge a complaint with the ICO at any time. Should you wish to exercise that right full details are available at: https://ico.org.uk/make-a-complaint.