Rubbish Collection Roehampton Privacy Policy

This Privacy Policy describes how Rubbish Collection Roehampton collects, uses, stores and protects personal data relating to customers and prospective customers within our service area in and around Roehampton. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018 and how you can exercise those rights.

This Privacy Policy applies to all Rubbish Collection Roehampton customers and individuals who contact us, request quotations, make bookings, or otherwise interact with our services in our operating area. By engaging with our services, you acknowledge that you have read this Privacy Policy.

Who We Are and Our Role

Rubbish Collection Roehampton is the controller of the personal data described in this Privacy Policy. As a controller, we decide how and why your personal data is processed, and we are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you use our services. The main types of data we may collect include:

Identification and contact details such as your name, address, property access information, email address and telephone number so we can communicate with you and carry out collections at the correct location.

Service and account information such as records of the services you request, collection dates and times, job notes, photographs of rubbish or completed work where required for confirmation and records of invoices and payments.

Communication data including enquiries, complaints, feedback, and any correspondence by phone, email or other means so that we can respond to you and manage our relationship.

Payment and billing details including partial payment information, transaction references and billing address. Where card payments are processed by a payment provider, card details are handled directly by that provider and not stored by us, apart from necessary transaction records.

Technical data such as basic device and browser information, and logs of interactions with our website or online tools, to help us maintain and improve our services. We do not seek to identify you through technical data unless necessary for security, fraud prevention or to respond to a specific enquiry.

How We Collect Personal Data

We obtain personal data directly from you when you contact us by phone, email, our website or other communication methods to request information, a quotation, or a booking. We may also collect data when we complete a rubbish collection, when you make a payment, or when you provide feedback or a complaint.

In some cases, personal data may be provided by a third party, for example if an estate agent, landlord, property manager or business contacts us to arrange a service on your behalf and supplies your contact details so we can coordinate the work.

Lawful Basis for Processing Your Data

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely upon are:

Performance of a contract where processing is necessary to take steps at your request before entering into a contract or to fulfil a contract for rubbish collection or related services that you have requested. This includes using your contact details, address and service information to arrange and complete collections.

Legal obligation where we must process certain information to comply with legal and regulatory requirements, such as waste regulations, record keeping, tax and accounting laws or responding to requests from competent authorities where required.

Legitimate interests where processing is necessary for our legitimate business interests or those of a third party, provided your interests and fundamental rights do not override those interests. This may include managing and improving our services, preventing fraud or misuse, maintaining security, and handling routine business administration.

Consent where you have clearly given your consent for a specific purpose, such as receiving certain types of marketing communication. You can withdraw consent at any time by contacting us using the details in this Privacy Policy.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide rubbish collection and related services requested by you, including arranging bookings, accessing the property, removing waste, and confirming completion of work.

To communicate with you about enquiries, quotations, appointment confirmations, amendments, cancellations, service updates and customer support matters.

To issue invoices, process payments, maintain financial records and manage our accounts and taxation obligations.

To maintain and improve our services, including analysing service performance, addressing complaints, training staff and updating internal processes.

To ensure health and safety, site security and compliance with environmental and waste disposal regulations.

To send you service-related information and, where permitted, limited marketing communications about similar services you have previously purchased. You can opt out of marketing at any time.

Sharing Your Data and Use of Processors

We do not sell your personal data. We may share your data with carefully selected third parties only where necessary and lawful, including:

Service providers acting as processors who provide support services to our business, such as payment processing, waste transfer and disposal facilities, accounting and bookkeeping services, customer management tools, information technology and system support and secure document storage.

Professional advisers such as accountants, legal advisers or insurers in order to obtain professional advice or manage legal claims.

Regulators, enforcement bodies, local authorities or other public bodies where we are legally required to share information or where it is necessary to protect our rights or the rights of others.

Where processors are used, they act on our instructions and are bound by contractual obligations to keep your personal data secure and to use it only for the agreed purposes.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements. Retention periods are determined by the nature of the data, the services we have provided, and any applicable statutory obligations.

Customer service and contract records, including basic contact details, job notes and invoices, are generally kept for a minimum period required by tax and accounting laws. After the relevant retention period has expired, we will delete or irreversibly anonymise your data, unless there is an exceptional reason to retain it for longer, such as an ongoing dispute or legal requirement.

Where we process data based solely on your consent and no other lawful basis applies, we will delete that data if you withdraw consent, unless we are required or permitted to keep it for a longer period by law.

International Transfers

Our services are primarily based in the United Kingdom. Where any of our service providers or systems transfer or store personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protection mechanisms, to protect your data in accordance with data protection laws.

How We Protect Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those employees, contractors and processors who need it for their work, using secure storage and communication methods, and maintaining internal policies and training about data protection and information security.

Your Data Protection Rights

Under data protection law, you have several rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these rights include:

The right of access to obtain confirmation of whether we process your personal data and to receive a copy of the data we hold about you.

The right to rectification to request that inaccurate or incomplete personal data is corrected or updated.

The right to erasure in some circumstances, allowing you to request the deletion of your personal data where there is no good reason for us to continue processing it.

The right to restrict processing in certain situations, for example while we are verifying the accuracy of data or considering an objection you have raised.

The right to object to processing based on our legitimate interests, and the right to object to direct marketing at any time.

The right to data portability in some circumstances, allowing you to request that certain personal data is transferred to you or to another organisation in a structured, commonly used format.

If you wish to exercise any of these rights, or if you have any questions or concerns about how your personal data is processed, you can contact us using the contact details we provide in our customer correspondence or on our service materials. We may need to verify your identity before responding to your request. We aim to respond without undue delay and within the timescales required by law.

You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we have handled your personal data. We would encourage you to contact us first so we can try to resolve your concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services or how we process personal data. Any updates will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we process and protect your personal data when using Rubbish Collection Roehampton services in your area.