Rubbish Collection Richmond Privacy Notice

This Privacy Policy explains how Rubbish Collection Richmond collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Rubbish Collection Richmond customers and service users within our operating area in and around Richmond.

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 is intended to provide clear and transparent information about our data practices and your rights.

Who We Are

Rubbish Collection Richmond is a rubbish and waste collection service provider operating in the Richmond area. For the purposes of data protection law, we act as the data controller in respect of the personal data we collect about you. This means that we decide how and why your personal data is processed.

Personal Data We Collect

We collect and process different categories of personal data in order to provide our services and manage our relationship with you. The types of data we may collect include:

Identification and contact information: name, address, email address, telephone number, and, where relevant, business name and position.

Service and booking details: collection addresses, instructions for access, type and quantity of waste, service history, dates and times of collections, photographs of rubbish where needed to confirm service scope.

Billing and payment details: billing address, information relating to your chosen payment method, payment records, invoices and transaction history. We do not store full card details when card processing is carried out by a secure payment provider.

Communications and correspondence: records of enquiries, complaints, feedback, and any communications you send to us by phone, email, web form or post.

Technical and usage data: information about how you use our website or online booking systems, such as IP address, browser type, device information, and pages viewed. This data is generally collected using cookies or similar technologies.

How We Collect Your Data

We may collect personal data in the following ways:

Directly from you when you contact us, request a quote, make a booking, or communicate with us by phone, email or through our website.

Automatically when you use our website or online forms, through cookies and similar tracking technologies.

From third parties, such as payment processors or business partners, where this is necessary to confirm payments or manage your account.

Purposes and Lawful Bases for Processing

We will only process your personal data when we have a lawful basis to do so. The main purposes for which we use your personal data and the legal grounds we rely upon are:

To provide and manage rubbish collection services: to create and manage your bookings, arrange collections, manage access instructions, and keep records of work carried out. We process this data because it is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.

To manage billing and payments: to issue quotes and invoices, process payments, and maintain accounting and financial records. We process this data because it is necessary for contract performance and to comply with our legal obligations in respect of accounting and taxation.

To communicate with you: to respond to your enquiries, handle complaints, send service updates, and notify you of changes to our terms or services. We rely on contract performance and our legitimate interests in providing effective customer service.

To improve and manage our business: to analyse service usage, improve our operations, train staff and develop new services. For this, we rely on our legitimate interests in running and improving our business, provided that your interests and fundamental rights do not override those interests.

For marketing and promotions: to send you information about our services that may be of interest to you. Where required by law, we will only send such communications with your consent, and you can withdraw consent at any time. In some circumstances, we may rely on legitimate interests to send marketing to existing customers, in which case you will always have the option to opt out.

To comply with legal obligations and protect our rights: to comply with applicable laws, respond to lawful requests from public authorities, and establish, exercise or defend legal claims. We process this data on the basis of legal obligations and our legitimate interests in protecting our business.

Data Retention

We will not retain your personal data for longer than is necessary for the purposes for which it was collected. We determine appropriate retention periods by considering the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing and any legal requirements.

In general:

Customer and service records are usually kept for up to six years after the end of our relationship with you, to comply with accounting, tax and contractual limitation periods.

Financial and transaction records are kept for the periods required by law and regulatory guidance.

Marketing data is retained until you opt out or until we determine that it is no longer appropriate to contact you, whichever occurs first.

Website usage and technical data may be kept for shorter periods, typically not exceeding two years, unless needed for security or legal reasons.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where this is necessary to deliver our services, meet legal requirements or support our business operations. These third parties act as data processors or independent controllers, depending on their role.

Service providers acting as data processors: companies that provide services such as payment processing, accounting support, cloud hosting, customer relationship management systems, email and communication platforms, and IT support. These providers are only permitted to process your personal data on our instructions and are required to keep it secure and confidential.

Professional advisers: accountants, legal advisers, auditors and insurers, where such sharing is necessary for professional advice, audits or insurance purposes.

Public authorities and regulators: law enforcement, tax authorities, courts and regulatory bodies, where disclosure is required by law or necessary to protect our legal rights.

We do not sell your personal data to third parties. If we are involved in a business reorganisation, such as a merger or transfer of business, your personal data may be shared with relevant parties, in which case we will ensure that appropriate safeguards are in place.

International Transfers

In some cases, our service providers may store or process personal data outside the United Kingdom. Where this occurs, we will take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or ensuring that the destination country has an adequate level of data protection as recognised by applicable data protection laws.

How We Protect Your Data

We implement technical and organisational measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage, staff training, and appropriate contractual arrangements with our processors. While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure.

Your Data Protection Rights

As a data subject, you have several rights in relation to your personal data under data protection law. These rights apply to all Rubbish Collection Richmond customers within our operating area, subject to certain legal limitations and conditions.

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

Right to rectification: you can request that inaccurate or incomplete personal data be corrected or updated.

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 specific situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object: you can object to processing based on our legitimate interests, including profiling, and we will stop processing your data unless we can demonstrate compelling legitimate grounds. You also have an absolute right to object at any time to the use of your personal data for direct marketing.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Right to lodge a complaint: if you are concerned about how we process your personal data, you have the right to lodge a complaint with the relevant data protection supervisory authority. We would, however, welcome the opportunity to address your concerns directly in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any updates will take effect from the date they are published. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.