Waste Collection Shepherds Bush Privacy Policy

This Privacy Policy explains how Waste Collection Shepherds Bush collects, uses, stores and protects your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. It applies to all customers and prospective customers using our waste collection and related services in the Shepherds Bush area.

Who we are and how this policy applies

Waste Collection Shepherds Bush provides domestic and commercial waste collection and associated services in the Shepherds Bush area. When we refer to we, us or our in this Privacy Policy, we mean Waste Collection Shepherds Bush as the data controller for the personal data described in this document.

This Privacy Policy applies to all personal data we process about our customers, prospective customers, website visitors who make an enquiry, and any individual who contacts us in relation to waste collection services in the Shepherds Bush area.

Personal data we collect

We only collect personal data that is relevant to the provision and management of our services. The categories of personal data we may collect include:

Identification and contact details, such as your name, address, telephone number, mobile number and email address.

Service information, such as property type, access instructions, preferred collection times, details of your waste collection requirements and any special instructions you provide.

Contract and billing details, such as records of the services you have ordered, contract start and end dates, prices, invoices, payment status and basic payment information. Where you pay electronically, your payment data is processed by our payment processor and we only receive confirmation of payment, partial card details or transaction references as required for accounting and reconciliation.

Communication data, such as enquiries you send to us, records of telephone calls where we take notes, emails, letters and any feedback or complaints you provide.

Technical data, such as your IP address, browser type and general device information, where this is collected automatically when you use our website, to support security and basic analytics.

How we collect personal data

We collect personal data directly from you when you request a quote, sign up for services, contact us by phone or email, or complete a form on our website. We may also receive personal data from third parties where you have authorised them to share information with us for the purpose of arranging or managing waste collection services on your behalf, for example a managing agent, landlord or employer.

Lawful bases for processing

We process personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you for the provision of waste collection and related services. This includes processing your contact details, service information and billing details to set up, manage and deliver your services.

Legal obligation: We process certain personal data where required to comply with legal and regulatory obligations, such as record keeping, tax and accounting requirements, and obligations associated with waste management regulations.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms are not overridden. This includes managing our relationship with you, improving our services, handling queries and complaints, ensuring the security of our systems and preventing fraud or misuse of our services.

Consent: In limited circumstances, we may rely on your consent, for example where you ask us to contact you with certain types of marketing or service updates not strictly necessary for your contract. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data to:

Provide, manage and deliver waste collection and related services you have requested.

Set up and administer your customer account, including managing invoices, processing payments and maintaining service records.

Respond to your enquiries, requests and complaints, and provide customer support.

Plan collection routes and schedules efficiently and safely in the Shepherds Bush area.

Maintain accurate internal records for operational, legal and accounting purposes.

Monitor service performance, improve our services and train staff.

Protect our business, customers and staff, including the prevention and detection of fraud or misuse.

Data sharing and processors

We do not sell your personal data. We may share personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.

We use data processors to support our operations, including:

IT and hosting providers who host our systems, website and communication tools.

Payment processors who handle electronic payments and related verification.

Professional advisers, such as accountants or legal advisers, where this is necessary for legitimate business and compliance purposes.

Operational partners, such as subcontracted waste carriers or logistics providers, where they need limited personal data, typically address and service details, to fulfil the service.

These processors act on our instructions and are bound by written contracts requiring them to implement appropriate technical and organisational measures to protect your personal data and to process it only for the specified purposes.

We may also share personal data with public authorities, regulators, law enforcement or other third parties where required by law or where necessary to protect our rights, property or safety, or the rights, property or safety of others.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting or reporting requirements.

In general, we keep core customer and contract records, including basic contact and billing information, for up to six years after the end of your contract or the last service provided, to comply with tax and accounting obligations and to resolve any potential disputes.

Service and communication records that are not required for legal reasons may be kept for shorter periods, typically up to three years after the last interaction, unless we need to keep them longer in connection with a complaint, dispute or regulatory matter.

Technical data collected through the website that is not required for security or compliance is either anonymised or deleted after a relatively short period, typically within thirteen months.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, staff training and procedures designed to ensure that personal data is handled in a lawful and secure manner.

Where we use processors, we require them to implement appropriate security measures and to process personal data only in accordance with our documented instructions.

International transfers

Our primary data processing activities take place within the United Kingdom or the European Economic Area. Where it is necessary for us to transfer personal data outside these locations, we will ensure that appropriate safeguards are in place to protect your data, such as using standard contractual clauses or transferring to countries that have been recognised as providing an adequate level of data protection.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of inaccurate or incomplete personal data.

Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it.

Request restriction of processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or object to our legitimate interests.

Object to processing based on our legitimate interests, including direct marketing, where we rely on that lawful basis.

Request data portability, which means receiving personal data you have provided to us in a structured, commonly used and machine-readable format, and having the right to transmit that data to another controller where technically feasible and where the processing is based on consent or contract.

Where we rely on consent, withdraw that consent at any time, without affecting the lawfulness of processing based on consent before it was withdrawn.

How to contact us and complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details published on our service materials or website for Waste Collection Shepherds Bush.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are unhappy with how we have used your personal data. We would, however, appreciate the chance to address your concerns before you approach the regulator, so please contact us in the first instance where possible.

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. Any significant changes will be clearly indicated in the updated version. The most current version of this Privacy Policy applies to all personal data we process about our customers and prospective customers in the Shepherds Bush area.