Guidance

Digital waste tracking: software provider privacy notice

Published 17 June 2026

This privacy notice explains how we use and manage your personal data. It does not relate to the privacy of the end user of any software application you develop.

If you have any queries about the content of this privacy notice, email: wastetracking_developers@defra.gov.uk.

Who collects your personal data

Department for Environment, Food and Rural Affairs (Defra) is the controller for the personal data we collect.

If you need further information about how we use your personal data and your associated rights, contact the data protection manager: data.protection@defra.gov.uk.

The Defra data protection officer is responsible for checking that we comply with legislation. For more information email: defragroupdataprotectionofficer@defra.gov.uk.

How we collect and use your personal information

We collect your:

• name
• contact details
• organisation name

Our purpose for processing your personal data is to support engagement, development and technical integration of your software applications with our services. This may be either by your own business or other third-party businesses who use your software.

This includes:

• issuing test and production credentials
• giving advice in response to enquiries
• gathering feedback for potential improvements and service metrics
• sending relevant service updates and notices
• publishing information on software providers (and applications) that have successfully integrated with the service APIs

How we get your personal data from third parties

We get your name and contact details from:

• permitted waste operators
• published information

Lawful basis for processing your personal data

The processing of your personal data is based on consent. If you want to withdraw your consent, email: wastetracking_developers@defra.gov.uk.

We need your consent to process your personal data for operational purposes. If you withdraw your consent, we will need to deactivate any API credentials and remove your details from any published list.

This would result in you no longer being able to submit data using your software.

Who we share your personal data with

We may share your personal data with the following environmental regulators to inform and facilitate service uptake and service communications:

• Environment Agency
• Natural Resources Wales
• The Department for Agriculture, Environment and Rural Affairs (DAERA)
• Scottish Environment Protection Agency

We respect your personal privacy when responding to access to information requests. We only share information when necessary to meet the statutory requirements of the Environmental Information Regulations 2004 and the Freedom of Information Act 2000.

How long we hold personal data

We will keep your personal data for as long as your software application(s) are in active use.

If you do not provide personal data

If you do not provide your personal data, we will not be able to:

• assess the suitability of your software
• provide relevant credentials to enable its use for this service
• include your details on any published list of software providers

Automated decision-making and profiling

We do not use your personal data for:

• automated decision making (making a decision by automated means without any human involvement)
• profiling (automated processing of personal data to evaluate certain things about an individual)

Transfer of your personal data outside of the UK

We will only transfer your personal data to another country that is deemed adequate for data protection purposes.

Your rights

Based on lawful processing, your individual rights are:

• the right to be informed
• the right of access
• the right to rectification
• the right to erasure
• the right to restrict processing
• the right to data portability
• rights in relation to automated decision making and profiling

Find out more about your individual rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

Complaints

You have the right to make a complaint to the Information Commissioner’s Office at any time.

Personal information charter

Our personal information charter explains more about your rights over your personal data.