Waste Collection Roehampton Privacy Policy

This Privacy Policy explains how Waste Collection Roehampton collects, uses, stores and protects personal data relating to our waste collection and related services. It applies to all Waste Collection Roehampton customers located in our service area, including residential, commercial and institutional customers, as well as prospective customers who contact us about our services.

Who We Are and Scope of this Policy

Waste Collection Roehampton is a waste collection service operating in the Roehampton area. In relation to the personal data we process, we act as a data controller. This means we decide how and why your personal data is used when you use our services, visit our website, or otherwise communicate with us.

This Privacy Policy applies to all personal data that we process about individual customers, employees of business customers, and any individual who contacts us, whether by telephone, email, website forms or in person.

Types of Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our waste collection services and for complying with our legal obligations. The types of personal data we may collect include:

Identification and contact details such as full name, address, property type, telephone number and email address.

Service and contract information such as details of the services you request or receive, collection schedules, bin sizes, service preferences, special access instructions and your account reference or contract number.

Billing and payment data such as billing address, payment method details as required to process payments, the amounts charged, payment history and relevant tax information.

Communication records such as enquiries, complaints, feedback, and any correspondence by telephone, email, text message or other communication channels, including any information you choose to provide.

Technical and usage information such as basic device and browser details, IP address, and usage data where we interact with you through our website or digital platforms, to the extent necessary for security, service improvement and analytics.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us to request a quote, arrange a collection, set up an account, make a payment or contact our customer service team. We may also collect personal data when you visit our website, complete online forms, or respond to any surveys or feedback requests.

In some cases we may receive personal data indirectly from third parties, for example from landlords, property managers, local authorities, or business partners who arrange waste collection services on your behalf. Where we receive personal data from third parties, we ensure they are authorised to share it with us for the intended purpose.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so under the UK General Data Protection Regulation and related data protection laws. The main purposes and lawful bases are:

To provide and manage our services. We process identification, contact, service and payment information to set up your account, schedule collections, deliver our waste services, and handle changes or cancellations. Our lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage billing and payments. We use your billing and payment data to issue invoices, collect payments, manage debt recovery and handle any billing queries. Our lawful basis is performance of a contract and our legitimate interests in managing our business operations and finances.

To communicate with you. We process your contact and communication data to respond to enquiries, provide service updates and notify you of changes to our terms or this Privacy Policy. Our lawful basis is performance of a contract and our legitimate interests in providing effective customer service.

To comply with legal and regulatory obligations. We may process your personal data to meet our legal obligations, such as tax and accounting requirements, waste management regulations, reporting obligations and for the prevention or detection of crime. Our lawful basis is compliance with a legal obligation.

To improve and protect our services. We may use technical data and limited usage information to maintain the security of our systems, improve service quality, and conduct internal reporting and analysis. Our lawful basis is our legitimate interests in operating, securing and developing our services.

With your consent. In some cases we may rely on your consent, for example where we send certain types of electronic marketing communications that are not covered by our legitimate interests. When we rely on consent, you can withdraw it at any time using the contact details in this Privacy Policy.

Data Retention Periods

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

Customer account and service data are generally retained for the duration of your contract with us and for a reasonable period afterwards, typically up to six years after the end of the contract, to address any queries, disputes or legal claims.

Billing and payment records are retained in line with statutory requirements, typically for at least six years for tax and accounting purposes.

Communication records and customer service correspondence are usually retained for as long as required to manage your enquiry or complaint and for a further period where necessary for our legitimate interests, such as handling potential disputes.

Technical and usage data are stored for shorter periods where possible and are regularly reviewed to ensure they remain necessary and proportionate for the purposes for which they were collected.

Data Processors and Sharing of Personal Data

We may share your personal data with trusted third parties who act as data processors on our behalf in order to deliver our services and support our operations. These processors may include:

Information technology and hosting providers who supply our systems, website hosting and data storage services.

Payment processing providers who handle card payments or other electronic transactions.

Customer service and communication platforms that assist us in managing customer enquiries and service notifications.

Professional advisers such as accountants, auditors and legal advisers where this is necessary for our legitimate business needs and to meet our legal obligations.

All data processors are required to process your personal data only in accordance with our instructions, to keep it secure and confidential, and to comply with applicable data protection laws. We do not sell your personal data.

We may also share personal data with public authorities, regulators, law enforcement agencies or courts where we are legally required to do so or where such disclosure is necessary to protect our rights or the rights of others.

International Transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, we take appropriate steps to ensure that your personal data remains protected. This may include relying on an adequacy decision, using standard contractual clauses approved by the relevant authorities, or implementing other appropriate safeguards.

Your Data Protection Rights

Under data protection law you have several rights in relation to the personal data we hold about you. These include:

The right of access. You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.

The right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

The right to restrict processing. You can ask us to restrict our use of your personal data in certain situations, such as while we investigate a concern about its accuracy.

The right to data portability. Where our processing is based on your consent or on a contract and carried out by automated means, you may request to receive your personal data in a commonly used, machine readable format and to have it transmitted to another controller where technically feasible.

The right to object. You can object at any time to processing that we carry out on the basis of our legitimate interests, including profiling, and we will stop unless we can demonstrate compelling legitimate grounds to continue.

The right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.

How to Exercise Your Rights and Contact Us

If you wish to exercise any of your data protection rights or have questions or concerns about how we handle your personal data, you can contact Waste Collection Roehampton using the contact details provided on our main customer documentation or website. We may need to verify your identity before responding to your request in order to protect your privacy and security.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we use your personal data. We encourage you to contact us first so that we can try to resolve your concerns.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage, data minimisation practices, staff training and regular review of our security procedures. While we strive to protect your personal data, no system can be guaranteed to be completely secure.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. We will post the updated version and indicate the date of the latest revision. Where appropriate, we may also inform you directly about significant changes. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.