Waste Collection Ruislip Privacy Policy

This Privacy Policy explains how Waste Collection Ruislip collects, uses, stores and protects your personal data when you use our waste collection and related services in the Ruislip area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Waste Collection Ruislip customers located in our service area.

Who we are and scope of this policy

Waste Collection Ruislip is the controller of your personal data. This means we decide how and why your information is processed in connection with our services. We provide domestic and commercial waste collection and related services to customers in the Ruislip area, and this Privacy Policy covers all such customers and prospective customers.

By requesting a quote, making a booking or using our services, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time, and any changes will apply from the date of publication.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us. The main categories of data we collect are:

Identification and contact details such as your name, title, address, telephone number, email address and, where applicable, company name and role.

Service and contract information such as details of the services you request, property access information you choose to provide, service frequency, service history, and communications related to your bookings or enquiries.

Billing and payment information such as billing address, payment status, invoices, and basic transaction details. We do not store full card details when payments are processed through secure third party providers.

Communications data including any correspondence you have with us by phone, email, online forms or in person, such as queries, feedback, complaints and responses.

Technical and usage data such as basic information about how you interact with our website or digital tools, including device type, approximate location, and pages visited. This may be collected through cookies or similar technologies where applicable and lawful.

Operational data such as notes for the safe and efficient provision of services at your property, including any health and safety information you voluntarily provide to us.

Lawful bases for processing your data

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

Contract. We process personal data when it is necessary to enter into or perform a contract with you, such as to provide waste collection services, manage bookings, send service confirmations and handle billing.

Legal obligation. We may process data to comply with legal obligations, for example record keeping, tax requirements, or responding to lawful requests from public authorities.

Legitimate interests. We may process data where it is necessary for our legitimate business interests and these are not overridden by your rights. This includes managing and improving our services, responding to enquiries, monitoring service quality, handling disputes, and preventing fraud or misuse of our services.

Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communications or optional cookies. Where we rely on consent, you may withdraw it at any time, and this will not affect processing carried out before withdrawal.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage waste collection and related services you request, including bookings, collections, rescheduling and customer support.

To communicate with you regarding your enquiries, bookings, payments, service updates, and any changes to our terms or policies.

To issue invoices, process payments through our chosen payment processors, and manage accounts, refunds and debt recovery where necessary.

To manage our relationship with you, including responding to feedback or complaints, and maintaining accurate customer records.

To improve and develop our business, services and customer experience, for example by reviewing service usage, monitoring quality and training staff.

To comply with applicable laws and regulatory requirements, and to cooperate with regulators and law enforcement where we are legally required to do so.

To protect our business, our staff and our customers, including through the prevention and detection of fraud, misuse of services or other unlawful activity.

Data sharing and processors

We do not sell your personal data. However, we may share your data with carefully selected third parties, known as processors, who help us deliver our services. These include:

IT and hosting providers who host our systems, website and data storage services.

Payment processors who handle secure card payments and other transactions on our behalf.

Customer management and communication service providers that assist with managing bookings and sending service related messages.

Professional advisers such as accountants, auditors, legal advisers and insurers who support our business operations.

Where we use processors, they may only process your data in accordance with our instructions, for the purposes set out in this Privacy Policy, and they must implement appropriate security measures.

We may also share personal data with public authorities, regulators, law enforcement agencies or courts where required by law or where necessary to protect our rights or the rights of others.

Data retention and storage

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

Customer account and contract data is generally retained for the duration of your relationship with us and for a reasonable period afterwards, typically up to six years after our last interaction, to enable us to respond to queries, resolve disputes and comply with legal obligations.

Financial records such as invoices and transaction details are retained for periods required by tax and accounting laws.

Correspondence and service notes may be kept for as long as reasonably necessary to provide an accurate record of our interactions and to protect our legitimate interests.

Where data is no longer needed, we will delete it or anonymise it so that it can no longer be linked to you.

International transfers

Where processors or service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data, such as using contracts that incorporate standard data protection clauses, or transferring data only to countries that offer an adequate level of protection as recognised by UK data protection law.

How we protect your data

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure storage, staff training and regular review of our security practices.

Your data protection rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights apply to all customers of Waste Collection Ruislip in our service area, subject to certain legal limitations and exemptions:

Right of access. You have the right to request a copy of the personal data we hold about you, along with information about how we use it.

Right to rectification. You can ask us to correct or complete any personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we have no legal obligation to retain it.

Right to restriction. You may request that we restrict the processing of your personal data in specific situations, for example while we are investigating a concern you have raised about its accuracy.

Right to data portability. Where we process your data based on consent or contract and the processing is carried out by automated means, you may request to receive your data in a commonly used, machine readable format or to have it transmitted to another organisation where technically feasible.

Right to object. You have the right to object to processing based on our legitimate interests, and we will stop processing unless we have compelling legitimate grounds or we need to continue processing for legal reasons.

Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time, and we will stop the relevant processing.

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

Contacting us about privacy

If you have any questions about this Privacy Policy, our data protection practices, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our customer correspondence and service documents. We will respond to your request as soon as reasonably possible and within the time limits set by data protection law.