Rubbish Collection Paddington Privacy Policy

This Privacy Policy explains how Rubbish Collection Paddington collects, uses, stores and protects personal data relating to our rubbish collection and associated services. It applies to all Rubbish Collection Paddington customers in the Paddington area, including individuals, households, landlords, tenants and business clients who use or enquire about our services.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy sets out what personal data we collect, the lawful bases we rely on, how long we keep your data, who we share it with, and the rights you have in relation to your data.

Data Controller Details

The data controller responsible for your personal data is Rubbish Collection Paddington. When this Privacy Policy refers to we, us or our, it refers to Rubbish Collection Paddington as the organisation determining how and why your personal data is processed.

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our main service communications or invoices.

Personal Data We Collect

We may collect and process different types of personal data about you, depending on how you use our services. This may include:

Identification and contact details such as your name, address, email address, contact telephone numbers, and details of the property where rubbish is to be collected.

Service and contract details such as records of the services you request, quotes we provide, contracts or agreements we enter into with you, service instructions, collection schedules, and records of completed collections.

Payment and transaction details such as payment method, partial card details where applicable, billing address, payment status and payment history. We do not store full card details when payments are processed through third party payment providers.

Communication records such as emails, text messages, call notes, complaint details, feedback you provide, and any other correspondence between you and us regarding our services.

Technical and usage information such as information about how you access our website or contact us online, including IP address, browser type, approximate location and browsing behaviour. This may be collected through cookies or similar technologies where permitted.

Operational data such as photographs or notes relating to rubbish at your property where relevant to the service, and logs of attendance at your premises for safety, quality or service verification purposes.

How We Collect Personal Data

We collect personal data directly from you when you contact us by phone, email, online form, message, or in person to enquire about or book a service. We also collect data during the process of performing rubbish collection services and managing your account.

We may obtain additional information from publicly available sources where necessary to verify addresses or contact details, or from third parties where you have given permission, such as letting agents, landlords or business partners arranging services on your behalf.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so. Depending on the activity, this may include:

Performance of a contract: We process your data where it is necessary to enter into a contract with you or to provide the rubbish collection and related services you have requested. This includes managing bookings, confirming service details, carrying out collections, issuing invoices and handling service enquiries.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that these are not overridden by your rights and freedoms. This can include managing our operations, improving services, training staff, ensuring the security of our staff and vehicles, and preventing fraud or misuse of our services.

Legal obligations: We may process your data to comply with legal and regulatory requirements. This may involve record keeping for tax, accounting or environmental compliance purposes, as well as responding to lawful requests from authorities.

Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications or for non-essential cookies. Where we rely on consent, you can withdraw it at any time using the contact details provided in this Privacy Policy.

How We Use Your Personal Data

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

To provide rubbish collection and associated services to you, including assessing your requirements, arranging and carrying out collections, and confirming service completion.

To manage our relationship with you, including handling enquiries, responding to complaints, sending service updates, issuing quotes, and administering contracts and accounts.

To process payments, issue invoices and manage any outstanding balances or refunds.

To maintain accurate business and financial records, support audit requirements, and comply with tax and other regulatory obligations.

To improve and develop our services, including analysing patterns of use, monitoring service quality, and training staff.

To protect our staff, customers and property, including investigating incidents, preventing fraud and ensuring the security of our operations.

To send you service-related information and, where permitted, relevant marketing communications about our services. You can object to marketing communications at any time.

Data Sharing and Processors

We do not sell your personal data to third parties. However, we may share your data with trusted third party service providers acting as data processors who assist us in delivering our services. These may include:

IT and hosting providers who store data and provide support for our systems and websites.

Payment service providers who process card and other electronic payments on our behalf.

Customer management, booking or communication platforms that help us manage enquiries, bookings and customer communications.

Professional advisers such as accountants, auditors or legal advisers who assist with business, financial or legal matters.

Waste transfer and recycling partners where necessary to complete the disposal process, in line with legal and environmental requirements.

These processors are only permitted to process your personal data on our instructions, for specified purposes, and must implement appropriate security measures.

We may also need to share data with other third parties where required by law, for example with regulatory authorities, enforcement agencies or courts, or where necessary to establish, exercise or defend legal claims.

Data Retention

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

Service and contract records such as customer details, service history and invoices are typically kept for up to seven years from the end of the financial year in which the service was provided, to meet tax and accounting obligations.

Communication records are retained for as long as is reasonably necessary to deal with your enquiry, support our services to you, or handle any complaints or disputes, and may then be archived or deleted in line with our retention policy.

Marketing data, where we rely on consent or legitimate interests, is kept until you opt out or until we consider it no longer appropriate to contact you. We will then remove or suppress your details from marketing lists while retaining minimal information necessary to respect your preferences.

Technical and usage data derived from website visits or online interactions is retained for a period that allows us to analyse performance and security, after which it is anonymised or deleted.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include restricting access to personal data to staff and service providers who need it for their role, using secure systems and secure disposal methods, and regularly reviewing our security practices.

While we take reasonable steps to safeguard your information, no system can be completely secure, and we cannot guarantee absolute security of data transmitted to us or stored by us.

Your Data Protection Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. These rights apply to all Rubbish Collection Paddington customers in the Paddington area, subject to certain legal limitations and exemptions. Your rights include:

Right of access: You can ask for confirmation that we process your personal data and request a copy of the personal data we hold about you.

Right to rectification: You can request that we correct inaccurate or incomplete personal data concerning you.

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 purposes for which it was collected and we have no legal obligation to retain it.

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

Right to data portability: For data you have provided to us and which we process by automated means on the basis of consent or contract, you can request that we provide it to you in a structured, commonly used format or transfer it to another controller where technically feasible.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, or where we use your data for direct marketing. We will then stop processing your data unless we have compelling legitimate grounds that override your interests or where the processing is necessary for legal claims.

Right to withdraw consent: Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

How to Exercise Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using the contact details that we provide in our service communications and invoices. We may need to verify your identity before responding to your request to protect your privacy and security.

If you are not satisfied with our response or believe that we are processing your personal data in a way that does not comply with data protection law, you have the right to lodge a complaint with the UK data protection supervisory authority. You can also seek a remedy through the courts if you consider your rights have been infringed.

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 updated version will apply to all Rubbish Collection Paddington customers in the Paddington area from the date it is issued. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.