Waste Collection Notting Hill Privacy Policy

This Privacy Policy explains how Waste Collection Notting Hill collects, uses, stores and protects personal data relating to our customers and prospective customers in the Notting Hill area. It is intended to help you understand what information we process, the purposes for which we process it, and the rights you have under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Waste Collection Notting Hill customers and service users within our operating area, including individuals, households, landlords and business clients who request quotes, book services or otherwise contact us in relation to waste collection and related services.

Data Controller

The data controller responsible for your personal data is Waste Collection Notting Hill. This means we determine the purposes and means of processing your personal data in connection with the waste collection and related services we provide.

Types of Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Identification and contact details: name, address, telephone number, mobile number and email address.

Service and contract information: details of the services you request or receive from us, service addresses, access instructions, property type and relevant information about waste collection needs.

Billing and payment details: invoice addresses, payment method details, records of payments made, amounts owed and related financial records necessary for accounting and tax purposes. We do not store full card details when third-party payment processors are used.

Communication data: records of your communications with us, including enquiries, complaints, feedback, emails, messages and notes made during telephone calls.

Technical and usage information: when you use our website or digital services, we may collect technical data such as IP address, browser type, device identifiers and information about how you navigate and use our website, to the extent permitted by applicable law.

Marketing preferences: your preferences for receiving marketing communications and information about our services, where you have provided or withdrawn consent.

How We Collect Your Data

We collect personal data from you in various ways, including:

Directly from you when you contact us by telephone, email or online to request a quote, make a booking, amend an existing booking, provide feedback or make a complaint.

Through our website and online forms when you submit your details to request information or services.

From business partners, landlords or managing agents where they arrange waste collection services on your behalf and provide your contact details for coordination and service delivery, in accordance with their own legal obligations.

Automatically from your use of our website or digital services, through logs and similar technologies, in order to maintain security, improve our services and understand how our online services are used.

Lawful Bases for Processing

We process personal data only where we have a lawful basis under data protection legislation. Depending on the context, the lawful bases we rely upon include:

Performance of a contract: we process your personal data to provide services you have requested or agreed to receive, to prepare quotes, manage bookings, carry out collections, issue invoices, take payment and manage your account.

Legal obligations: we process certain personal data to comply with legal and regulatory requirements, including tax, accounting and record-keeping obligations, as well as obligations relating to the safe disposal of waste.

Legitimate interests: we process personal data where necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing customer relationships, improving our services, ensuring network and information security, preventing fraud and protecting our staff and property.

Consent: where required by law, for example for certain types of direct marketing, we will rely on your consent to process your personal data. You can withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

How We Use Your Personal Data

We use your personal data for the following main purposes:

To provide and manage waste collection and related services, including booking and scheduling collections, accessing the collection location, completing the work and handling follow-up actions.

To prepare and send quotes and estimates, confirm bookings, issue invoices, process payments and manage any outstanding balances or account queries.

To communicate with you about your services, including sending confirmations, service updates, reminders, notices of changes to our terms or this Privacy Policy and responses to your enquiries or complaints.

To manage our business operations, including planning our routes and resources, training staff, monitoring service quality, analysing operational performance and improving our services.

To comply with legal requirements, including maintaining appropriate records, responding to lawful requests from public authorities and demonstrating compliance with regulatory obligations.

To send you information about our services, offers or updates that may be of interest to you, where we are permitted to do so by law or where you have given your consent. You can opt out of receiving marketing communications at any time.

Data Sharing and Processors

We may share your personal data with trusted third parties where necessary for the purposes described above and where they act as data processors on our behalf. These third parties may include:

IT service providers and hosting companies who support our business systems, website and data storage.

Payment processors and financial institutions who handle payments and assist with fraud prevention and credit control.

Professional advisers such as accountants or legal advisers who require access to certain records in order to provide their services to us.

Subcontractors and operational partners who support the delivery of our waste collection and related services, where limited information is required for them to perform their duties.

Where we use data processors, we ensure they are bound by written contracts requiring them to process personal data only on our instructions, to keep it secure and to comply with applicable data protection laws.

We may also share personal data where required by law, regulation or court order, or with law enforcement or regulatory bodies where necessary for the prevention or detection of crime or to protect our legal rights.

International Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your data remains protected. This may include using standard data protection clauses approved by relevant authorities or other appropriate safeguards required by law.

Data Retention

We retain your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected and to meet legal, accounting or reporting requirements. This generally means:

Customer and service records are kept for the duration of your relationship with us and for a reasonable period afterwards, to handle any queries or disputes.

Invoices, payment records and related financial documents are retained for the period required by tax and accounting laws.

Marketing information and contact preferences are retained until you withdraw your consent or object to further communications, or until we determine that the information is no longer accurate or necessary.

When personal data is no longer required, it will be securely deleted, anonymised or destroyed in accordance with our data retention procedures.

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 restricting access to personal data to staff and service providers who need to know it for legitimate business purposes, using secure systems and implementing appropriate policies, training and procedures.

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. These rights include:

Right of access: you have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with information about how it is used.

Right to rectification: you have the right to request correction of inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent.

Right to restriction of processing: you may request that we restrict our processing of your personal data in specific situations, for example while we verify the accuracy of the data or consider an objection you have raised.

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

Right to object: you have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object at any time to the use of your personal data for direct marketing.

Right to withdraw consent: where we rely on your consent to process personal data, you can withdraw that consent at any time.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioners Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. Any material changes will be communicated by updating the version on our website or by other appropriate means. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.