Privacy Policy for Waste Collection Uxbridge Customers

This Privacy Policy explains how Waste Collection Uxbridge collects, uses, stores and protects personal data relating to our customers in Uxbridge and the surrounding area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Waste Collection Uxbridge customers in our service area, including residential, commercial and other business clients.

Who We Are and Scope of This Policy

Waste Collection Uxbridge provides waste collection and related services to customers in the Uxbridge area. For the purposes of data protection law, we are the data controller in respect of the personal data that we collect and use in connection with our services. This Privacy Policy applies whenever you interact with us as a customer, prospective customer or authorised contact person, whether by phone, email, online enquiry, or in person.

Types of Personal Data We Collect

We collect and process personal data that is necessary for us to provide our waste collection services and to manage our relationship with you. This may include:

Identification and contact details, such as your full name, address, email address, telephone number and business contact details where relevant.

Service and account information, such as property type, waste collection requirements, bin or container details, service history, account numbers, invoices and payment records.

Financial information, such as partial payment card details or bank details where required to process payments and refunds. We do not store full card information after payment is processed.

Communication records, such as enquiries, complaints, feedback, service instructions, emails, call notes and correspondence relating to our services.

Technical and usage information, such as basic device or browser information, and information about how you interact with our website or online forms where these are used.

In limited cases, we may also process information relating to access instructions or special requirements at a collection address, only where this is needed to perform our services safely and effectively.

How We Collect Personal Data

We collect personal data from you directly when you contact us to request a quote, make a booking, set up or manage your account, make a payment, or communicate with us for any other reason. We may also receive personal data from third parties where this is necessary to provide our services, for example from managing agents, landlords, business partners or comparison services that you have contacted.

Where you provide us with personal data relating to another person, such as an authorised contact or site manager, you are responsible for ensuring that the individual is aware of this Privacy Policy and that you have a lawful basis to share their information with us.

Lawful Bases for Processing Your Data

We process personal data only where we have a lawful basis under data protection law. Depending on the specific activity, our lawful bases include:

Performance of a contract: We process your personal data to provide waste collection and related services, to set up and manage your account, to arrange bookings, to issue invoices, to take payment and to communicate with you about your services.

Legal obligations: We may process personal data where necessary to comply with our legal and regulatory duties, including record keeping, tax and accounting requirements, and any obligations relating to waste management and environmental regulations.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided that these are not overridden by your rights and interests. This includes managing customer relationships, responding to enquiries and complaints, improving our services, scheduling collections efficiently and protecting our business from fraud or misuse.

Consent: In limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided on our website or correspondence.

How We Use Your Personal Data

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

To provide, manage and deliver waste collection and related services to you.

To set up and administer your customer account, including billing, payments and service records.

To communicate with you regarding bookings, collection times, changes to services, service disruptions and customer support matters.

To handle complaints, queries and feedback and to improve our services and customer experience.

To comply with legal obligations and cooperate with regulators or public authorities where required by law.

To protect our rights, property and safety and that of our staff, customers and the public, including the prevention and detection of fraud or misuse.

Data Sharing and Use of Processors

We may share your personal data with trusted third parties who help us deliver our services. These third parties act as data processors and only process your data on our instructions and in accordance with data protection law. Categories of processors may include:

IT and hosting providers who maintain our systems and store data securely.

Payment processing providers who handle card payments and direct debits.

Customer service and communication tools, for example email or telephony systems.

Professional advisers such as accountants or legal advisers where necessary for our business operations.

We may also share personal data where required by law, for example with law enforcement or regulatory authorities, or in connection with legal proceedings. We do not sell your personal data to third parties.

Data Retention and Storage

We keep your personal data only for as long as is necessary for the purposes set out in this Privacy Policy, and to meet any legal, accounting or reporting requirements. In general:

Customer account and service records are retained for as long as you remain a customer and for a period afterwards, typically up to six years, to respond to queries, manage disputes and comply with statutory retention periods.

Financial and invoicing records are kept for the periods required by tax and accounting laws.

Enquiries and correspondence that do not lead to an ongoing customer relationship may be kept for a shorter period, usually not exceeding two years, unless we need to retain them longer in connection with a complaint, dispute or legal requirement.

When personal data is no longer required, we will securely delete or anonymise it.

International Transfers

Where we use data processors or service providers located outside the United Kingdom, we take steps to ensure that your personal data is protected with appropriate safeguards. This may include using providers in countries that have been recognised as providing an adequate level of data protection, or implementing standard contractual clauses or equivalent measures approved under data protection law.

Your Data Protection Rights

As a data subject, you have various rights under data protection law in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these rights may include:

Right of access: You can request a copy of the personal data we hold about you and information about how we process it.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to erasure: You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we do not have another lawful basis to retain it.

Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing.

Right to data portability: Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to request that we transfer it to another controller.

Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration or destruction. These measures include access controls, secure storage, staff training and procedures for handling data securely. While we take reasonable steps to protect your data, no system can be completely secure and you should take care when providing personal information, particularly over the internet or by email.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any changes will apply from the date they are posted in the updated Privacy Policy. You should review this Policy periodically to stay informed about how we handle your personal data.

Contacting Us About Privacy

If you have any questions about this Privacy Policy, our handling of your personal data or if you wish to exercise any of your data protection rights, you can contact our customer service team using the contact details provided on our communications or invoices. We will respond to your request in accordance with applicable data protection laws and may need to verify your identity before we can act on certain requests.