Waste Collection Putney Privacy Policy

This Privacy Policy explains how Waste Collection Putney collects, uses, stores and protects personal data relating to customers and prospective customers in the Putney area. It also explains your data protection rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Waste Collection Putney customers and service users located in the Putney area, whether you contact us online, by phone, by email or in person.

Who we are and scope of this policy

Waste Collection Putney provides waste collection, rubbish removal and related services to domestic and commercial customers in the Putney area. For the purposes of data protection law, we act as the data controller in relation to the personal data described in this Privacy Policy. This means we decide how and why your personal data is used, and we are responsible for ensuring that such use complies with applicable law.

This Privacy Policy covers personal data that we collect directly from you, that you provide about other individuals, and that we receive from third parties in connection with the provision of our services in the Putney area.

Types of personal data we collect

We may collect and process the following categories of personal data about you:

Contact and identification details: name, address, property location, telephone numbers and email addresses.

Service and contract details: details of the services you request or receive, property access information you choose to share for collections, booking history, records of quotes, invoices, payments and any contracts or agreements.

Payment information: limited payment details, such as partial card information or transaction references, when payments are processed through secure payment providers. We do not store full card numbers or security codes.

Communications: records of communications with you, including emails, phone calls, text messages and customer service interactions, as well as notes about service requests, complaints or feedback.

Technical and usage data: information about how you interact with our website or digital tools, such as device type, browser type, general location based on IP address, and pages accessed, where this is collected via cookies or similar technologies.

Third party information: personal data about other individuals that you provide to us in connection with our services, for example contact details for a building manager, landlord or neighbour to facilitate access at the time of collection.

Lawful bases for processing your data

We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the context, we rely on one or more of the following lawful bases:

Contract: to enter into and perform a contract with you, or to take steps at your request before entering into a contract. This includes processing necessary to provide waste collection services, manage bookings, issue invoices and handle payments.

Legal obligation: to comply with legal and regulatory requirements, including tax and accounting rules, waste management regulations and obligations to maintain appropriate records.

Legitimate interests: to pursue our legitimate business interests in operating and improving our services, provided that your interests and fundamental rights do not override those interests. This may include managing customer relationships, improving service efficiency, handling queries, preventing fraud and ensuring the security of our systems and staff.

Consent: where required by law, we may rely on your consent, for example for certain marketing communications or optional use of some cookies. When we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage services: arranging and delivering waste collection or removal services, planning routes, contacting you about access or timing, and resolving any issues relating to a booking.

Customer administration: setting up and managing your account, issuing quotes and invoices, processing payments, managing deposits or refunds and maintaining accurate records of the services provided.

Customer support and communication: responding to enquiries, complaints or feedback, providing service updates and communicating important information about changes to our services, terms or policies.

Business management and improvement: analysing service performance, monitoring demand in the Putney area, improving our processes and training staff to deliver efficient and safe services.

Legal and regulatory compliance: maintaining necessary records for tax and financial reporting, complying with waste disposal requirements and responding to lawful requests from authorities where required.

Marketing and information: sending you information about services that are genuinely relevant to you, where this is permitted by law and, where required, with your consent. You can opt out of marketing at any time.

Data sharing and processors

We may share your personal data with selected third parties where this is necessary for the purposes described in this Privacy Policy, or where we are legally required to do so. Such third parties act either as data processors on our behalf or as independent controllers.

Service providers and processors: we may use third party companies to provide payment processing, IT hosting, data storage, customer management systems, route planning software, communications services and document management. These providers are required to process your personal data only on our instructions and to keep it secure.

Professional advisers: we may share data with accountants, auditors, legal advisers and insurers where necessary for professional advice, dispute resolution or compliance purposes.

Authorities and regulators: we may disclose personal data to law enforcement agencies, courts, regulatory bodies or government authorities when we are legally obliged to do so, or to protect our rights, property or safety or the rights, property or safety of others.

Other third parties: in the event of a business reorganisation, merger or sale of all or part of our operations, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

We do not sell your personal data to third parties.

International data transfers

Where we use data processors or service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that have different data protection standards. In such cases we will ensure that appropriate safeguards are in place, such as standard contractual clauses approved by relevant authorities, or transfers to countries that have been recognised as providing an adequate level of data protection.

Data retention

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, or as required by law. Retention periods may vary depending on the category of data and the context of processing.

Service and contract data: we generally retain records of services, contracts, invoices and related correspondence for a period required under tax and accounting rules and to handle any queries or disputes that may arise.

Contact details and communications: we keep these for as long as you remain an active customer and for a reasonable period afterwards, to respond to queries and maintain accurate records, unless you request deletion where we have no legal reason to retain them.

Marketing data: we retain contact details used for marketing until you opt out or withdraw consent, or until we determine that the information is no longer accurate or useful for lawful marketing purposes.

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

Security of 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 access controls, staff training, secure storage and the use of reputable service providers. While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure.

Your data protection rights

Under data protection law you have a number of rights in relation to your personal data. These rights apply to all Waste Collection Putney customers and service users in the Putney area, subject to certain legal conditions and exceptions.

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data that we hold about you.

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, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to our use of it.

Right to data portability: for data you have provided to us and that we process by automated means on the basis of consent or contract, you can request a copy in a structured, commonly used and machine readable format and, where technically feasible, ask us to transmit it to another controller.

Right to object: you can object at any time to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests. You also have an absolute right to object to direct marketing.

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

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data has been handled in a way that does not comply with data protection law. We encourage you to contact us first so that we can try to resolve any concerns.

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. The updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.