This Privacy Notice applies to individuals we engage with, including those who submit general enquiries about our work, attend meetings and public events organised by us and sign up to receive our news and communications.
Community Investment Funding – please see separate privacy notice.
Nuclear Waste Services Limited (“NWS“) with registered office at Pelham House, Pelham Drive, Calderbridge, Seascale, Cumbria, United Kingdom, CA20 1DB, and registered in England and Wales (Company no. 13551995) is committed to protecting the privacy and security of your personal information. This privacy notice sets out the standards you can expect from us when we collect, hold or use your personal information.
We will ensure that we will treat all personal information in accordance with data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and Data Protection Act 2018.
We take your privacy very seriously. It is important that you read this Privacy Notice, together with any other privacy notice we may provide when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information, how it is legal and your rights.
This Privacy Notice is provided by NWS (“we” or “us” or “NWS”). We are a public body responsible for the treatment and disposal of nuclear waste.
This Privacy Notice applies to:
We are a ‘controller’ for the purposes of the UK General Data Protection Regulation and the UK Data Protection Act 2018 (“Data Protection Laws”). This means that we are responsible for deciding how we hold and use personal information about you. We are also registered with the UK Information Commissioner’s Office (“ICO”).
If you need to contact us about this Privacy Notice or would like this Privacy Notice in another format (for example, audio, large print) please use the details below:
Data Protection Officer
Nuclear Waste Services
Pelham House
Pelham Drive
Calderbridge
Cumbria
CA20 1DB
Email NWSinfogov@nuclearwasteservices.uk
We may change this Privacy Notice from time to time and any updates will be published on our website. We therefore encourage you to access this Privacy Notice periodically for the most up to date information on our privacy practices. Changes to the purposes for which we process your data will be highlighted to you.
This Privacy Notice was last updated on 28 March 2024.
Information provided by you:
The information collected may include the following categories of personal data (not exhaustive):
Information provided by third parties:
We proactively try to identify individuals in a position of authority or who have an interest in nuclear waste management such as politicians, key figures within local authorities, community group and business group leaders so that we can engage with them about our work and discuss key issues. To do this we may collect certain information about you from other third-party sources.
This includes information such as your name and contact details obtained from publicly available sources (e.g. organisations’ websites and social media) and from databases collated by third parties. We will only collect name, contact details and any opinion on the subject of nuclear waste management which is offered publicly. If any stakeholder does not want to receive further communications from us, they can opt out of our communications at any time.
The below table provides a summary of the types of personal information (also known as personal data) we collect direct from you, as well information about why we use it and what lawful ground we rely on to justify our use. For more information about lawful grounds for processing, please refer to the heading ‘Lawful grounds for processing‘ below.
| Types of personal information we collect | Why we use your personal information | Lawful ground for processing |
| General enquiries about the Community Partnership and its work | ||
| Name, contact details, social media handle if provided, and any additional information contained in your enquiries with us | We use this information in order to respond to any general enquiries you send to us about our work, including the GDF programme and the siting process. | Public task |
| News and communications | ||
| Name, email address | When you complete our online registration form and sign up to receive news from us, we will send you communications by email with updates on our work, to raise awareness of what we do and generally to invite individuals to get involved and support our work.
|
Consent |
| Dialogue, meetings and public events | ||
| Name, job title, place of work, industry sector, business contact details, details of any enquiries you have sent, feedback if provided | We initiate dialogue, arrange meetings with stakeholders, update our posts on social media platforms and regularly hold public events for stakeholders and members of the public to explain our work and what we do and discuss the latest key issues. During any public events we will ask you for your feedback, which is entirely optional, on the issues that were discussed, how the events were run and any improvements that we can make and any general comments you have for us. We may also process information to safeguard the health and safety of people affected by, or working for, our projects. | Public task |
| GDF siting process | ||
| Name, contact details, social media handle if provided, details of any enquiry you have sent, feedback if provided, job title, place of work, industry sector | In order to develop a GDF we will need to apply for a Development Consent Order (“DCO”). As part of that process we use this information in order to evidence our engagement with stakeholders and members of the public | Public task |
| Freedom of information | ||
| Name, contact details | We will process this information if you submit a request under the Freedom of Information Act or the Environmental Information Regulations in order to respond to it in line with our respective procedures. We have a dedicated section on our website about making these requests | Public task |
| Community Partnership member applications | ||
| Name, contact details, information provided in application process | We will process this information if you apply to be a member of the Community Partnership | Public task |
| Recording of meetings in Microsoft O365 Teams | ||
| Name, images of you and your background, audio stream, personal opinions
|
We process personal data that you choose to provide in connection with the use of Microsoft Teams for communication and collaboration purposes. We will always inform attendees if the Teams meeting is to be recorded at the start of the meeting and notify you of the purpose of recording.
|
Public task |
| Technical data | ||
| IP address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID, other technology on the devices you use to access our website | To administer and improve our business and website (including troubleshooting, data analysis, testing, system maintenance, support reporting and hosting of data). | Consent |
Processing of personal data is deemed acceptable within the UK GDPR for the following reasons and legal bases:
Public task
NWS can carry out data processing activities if the processing is necessary for us to perform a task in the public interest of for official functions, which have a clear basis in law.
Data subjects have the right to object to processing of personal data on the grounds of legitimate interests. See the ‘Data Subject Rights’ to find out more.
Consent
Sometimes NWS would like to use your personal data in a way that is entirely optional for you, such as sending you our regular news and communications and invitations to our public events and meetings. On these occasions, we will ask for your clear consent to use your personal data. If you no longer wish to receive newsletters or updates, please click the “unsubscribe” link in the emails or contact us using the details in the “How to contact us” section to withdraw your consent at any time.
We implement appropriate technical and organisational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access and any other unlawful forms of processing. We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data.
For general management and oversight purposes, we share personal information with the Nuclear Decommissioning Authority (“NDA”), as we are a wholly-owned subsidiary of the NDA, and the relevant government department that sponsors us (please contact us if you would like further information).
As part of the DCO application process (as explained in the section “What information we collect, what we use it for and why”), we may provide the planning inspectorate with personal data processed during the course of responding to general enquiries and engaging in dialogue, meetings and public events.
Community Partnership member applications will be shared with the recruitment panel.
Like any business or organisation, we use third party suppliers to assist with our operations such as web page hosting, customer relationship management system hosting, and other IT services. These third parties will process your personal data in order to carry out their services for us. We take steps to ensure that our service providers process your data in accordance with the Data Protection Laws, only use it in accordance with our contract with them and keep it secure.
Other than stated above, we do not pass your personal data to third parties, unless required to do so by law or unless we have your consent to do so.
We do not sell or exchange our mailing list with other companies or organisations for marketing purposes.
The service providers that we share your personal data with may from time to time, transfer personal data outside the UK or EEA. Any such international transfer of your data will be carried out in accordance with the Data Protection Laws to safeguard your privacy rights and give you remedies in the unlikely event of a security breach or to any other similar approved mechanisms. If you would like more information about our processors and any international transfers of your data, please contact us using the details at the “How to contact us” section.
We only retain your personal information for as long as we need it in order to provide you with the service you have requested from us.
Newsletters and updates
If you have subscribed to receive information from us via our news and communications or about our public events, we will keep your information until you tell us that you no longer want to receive these emails. You can unsubscribe or manage your preferences via the links in the emails. Alternatively, you can contact us via the details at the “How to contact us” section to unsubscribe.
General enquiries
If you have contacted us with a general enquiry or question about NWS, you have participated in the GDF siting process or we have processed your data as part of our routine dialogue, meetings and public events, we will keep the data for a period of up to 20 years in order to evidence our engagement with stakeholders and members of the public as part of the planning applications which will be required to develop a GDF.
Freedom of Information
In relation to freedom of information requests, we will keep the data for 2 years, after this, details of the request will remain on the log but your personal data will be deleted.
Community Partnership member applications
If you have applied to be a Community Partnership member, we will keep successful application information for 12 months. Information on unsuccessful applicants will be held for 6 months and will then be securely deleted.
How to request us to remove your information
You can ask us to remove your personal information from our systems by contacting us via the details above in the section “How to contact us”.
Our web page uses cookies to improve functionality and performance, to analyse traffic to the website and to enable social media features. To learn more please see our cookie policy at the foot of this page.
You have the following rights under the Data Protection Laws:
If you would like to exercise your rights, please contact us at the details set out above in the section “How to contact us” section.
We will respond to any rights that you exercise within a month of receiving your request, unless the request is particularly complex, in which case we will respond within three months. We will let you know when we will respond on receipt of a valid request.
Please note that exceptions apply to some of these rights which we will apply in accordance with the law.
When you provide us with information, we will process it in accordance with the Data Protection Laws. If you believe your information has not been handled in accordance with this Privacy Notice by NWS, please contact us using the details in the “How to contact us” section.
Alternatively, you may complain to the Information Commissioner’s Office. Information about how to do this is available on its website at https://www.ico.org.uk.
1. Privacy Notice for Grant Funding Applicants
This Privacy Notice applies to anyone who enquires about or submits an application for Community Investment Funding.
It is provided by Nuclear Waste Services Limited (“NWS” or we” or “us”) with registered office at Pelham House, Pelham Drive, Calderbridge, Seascale, Cumbria, United Kingdom, CA20 1DB, and registered in England and Wales (Company no. 13551995).
We are committed to protecting the privacy and security of your personal information. This privacy notice sets out the standards you can expect from us when we collect, hold or use your personal information.
We are a ‘controller’ for the purposes of the UK General Data Protection Regulation and the UK Data Protection Act 2018 (“Data Protection Laws”). This means that we are responsible for deciding how we hold and use personal information about you. We are also registered with the UK Information Commissioner’s Office (“ICO”).
2. How to contact us
If you need to contact us about this Privacy Notice or would like this Privacy Notice in another format (for example, audio, large print) please use the details below:
Data Protection Officer
Nuclear Waste Services
Pelham House
Pelham Drive
Calderbridge
Cumbria
CA20 1DB
Email NWSinfogov@nuclearwasteservices.uk
3. Changes to the Privacy Notice
We may change this Privacy Notice from time to time and any updates will be published on our website. We therefore encourage you to access this Privacy Notice periodically for the most up to date information on our privacy practices. Changes to the purposes for which we process your data will be highlighted to you.
This Privacy Notice was last updated on 28 March 2024.
4. What information we collect
The data we collect from you includes (including some personal data):
5. Why we need your information
We collect your data in relation to your application for grant funding.
We will process the data in accordance with the guidance set out in the Government Functional Standard for General Grants. The Government Functional Standard for General Grants facilitates the recording and reporting of grant information across government, providing accurate data to enable departments to manage grants efficiently and effectively, while actively reducing the risk of fraud. For further information please visit: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/722193/Grants-Standards-Guidance-INTRO.pdf
6. What we do with your information
The data will be shared with NWS Community Investment and Social Impact Teams, and with members of the relevant Community Partnerships to process your application and any grant awarded. For audit and database admin purposes, we also share your information with the Nuclear Decommissioning Authority’s Audit team and the Grant System Administrator if required.
We will not:
We will share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.
7. Lawful grounds for processing
Processing of personal data is deemed acceptable within the UK GDPR because it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is our functions in relation to government grants, and the need to have a cross-government database to reduce fraud and make available transparency information about the award of government grants.
8. Children’s privacy protection
The grant application is not intentionally targeted at children 13 years of age or younger. We do not intentionally collect or maintain data about anyone under the age of 13.
9. How we protect your data and keep it secure
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
10. Where your data is processed and stored
The data you supply, including enquiries about the application process, will be stored on the NDA Grants Management System, which is managed by Hyphenate Limited and hosted on Salesforce. The Grants Management System uses FormAssembly for data collection, which is integrated with Salesforce. Information collected via FormAssembly will be details provided in the online application form, grant reporting data and e-signature responses.
11. Retention and deletion of your personal data
If applications are successful, paperwork and financial records shall be retained for a period of 7 years from the end date of the grant scheme. The earliest paperwork will be deleted is December 2028 and in December annually thereafter.
After this time non-personal data may be kept for reporting and auditing purposes only.
If applications are unsuccessful or withdrawn, data will be kept on file for a minimum of 2 years. The earliest data will be deleted is April 2024 and in April annually thereafter.
12. Your data protection rights
13. How to complain about the processing of your personal data
When you provide us with information, we will process it in accordance with the Data Protection Laws. If you believe your information has not been handled in accordance with this Privacy Notice by NWS, please contact us using the details in the “How to contact us” section.
Alternatively, you may complain to the Information Commissioner’s Office. Information about how to do this is available on its website at https://www.ico.org.uk.