Rubbish Collection Hampstead Privacy Policy

This Privacy Policy explains how Rubbish Collection Hampstead collects, uses and protects personal data in connection with our rubbish and waste collection services. It applies to all Rubbish Collection Hampstead customers in our service area, including individual household customers, landlords, letting agents, property managers and business customers.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who we are and scope of this policy

Rubbish Collection Hampstead is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data. This Privacy Policy covers all personal data that we collect and process about customers, prospective customers and individuals who contact us about our services within our operating area.

By using our services or contacting us, you acknowledge that you have read this Privacy Policy. If you provide personal data about another person, you are responsible for ensuring that the other person is aware of this Privacy Policy and that you have their permission to share their information with us.

What data we collect

We may collect and process the following categories of personal data about you when you enquire about, book, or receive rubbish collection services from us:

Identification and contact details: name, title, address of the property where we collect rubbish, billing address, email address, mobile number and landline number.

Service and booking information: records of your bookings, preferred collection times, access instructions, type and quantity of waste, photographs of waste where provided for quotation purposes, and notes relating to the provision of collection services.

Payment and billing information: details required to take payment for our services and issue invoices, such as payment method, transaction references and billing history. Card details are handled securely by our payment processor and we do not store full card numbers or security codes.

Communication records: information contained in emails, telephone calls, text messages, online enquiries and any complaints or queries you raise with us.

Technical and usage data: if you visit our website, we may collect technical information about your device, browser type and general usage information for security, analytics and service improvement purposes.

Lawful bases for processing your data

We will only process your personal data where we have a lawful basis under data protection laws. Depending on the specific processing activity, we rely on the following lawful bases:

Contract: we process your personal data when it is necessary to enter into or perform a contract with you. This covers processing required to provide our rubbish collection services, manage bookings, take payment, issue invoices and communicate with you about your service.

Legal obligation: we may process your data where necessary to comply with legal and regulatory requirements, including accounting, taxation, waste transfer records, health and safety obligations and responding to lawful requests from public authorities.

Legitimate interests: we process certain personal data on the basis of our legitimate interests, provided your interests and fundamental rights do not override those interests. These interests include managing and improving our operations, handling customer enquiries and complaints, protecting our business against fraud or misuse, maintaining records of service provision and promoting similar services to existing customers where permitted by law.

Consent: in limited circumstances, we may rely on your explicit consent, for example for optional marketing communications where consent is the appropriate lawful basis. Where we rely on consent, you can withdraw it at any time by contacting us using the contact details provided in this policy.

How we use your personal data

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

To provide and manage our rubbish collection services, including accepting and confirming bookings, planning routes, accessing your property as instructed and documenting collections.

To communicate with you about your bookings, changes to services, access issues, delays, cancellations, invoices and payments.

To issue invoices, process payments, handle refunds and keep accurate financial and accounting records.

To respond to your enquiries, requests for quotations, feedback and complaints, and to resolve any disputes.

To manage our customer database and maintain up-to-date records, including information about your service history and preferences.

To comply with legal obligations, such as maintaining appropriate waste transfer documentation, accounting records and responding to regulatory requests.

To protect our staff, customers and property, detect and prevent fraud or misuse of our services and enforce our terms of service.

To improve our services, develop new offerings, analyse demand and improve our customer communications and processes.

Data sharing and use of processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy and where we have an appropriate lawful basis. These third parties may act as data processors on our behalf or as separate controllers.

We may use external service providers as processors to support our operations, including:

Payment processing providers to securely process card and electronic payments.

IT and cloud service providers that host our systems, maintain our databases and store data securely.

Communication service providers such as email, SMS or telephony platforms.

Professional advisers such as accountants, auditors or legal advisers where data is needed for professional services.

We require all processors to handle your personal data securely, to act only on our documented instructions and to comply with applicable data protection laws. Where required, we enter into written data processing agreements with these providers.

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

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting and reporting requirements. Retention periods will vary depending on the type of data and the context in which it is processed.

Service and booking records, along with related contact details, are generally kept for up to seven years after the end of the relevant financial year to meet accounting and tax record obligations.

Payment records and invoices are retained for the period required by law for financial and tax purposes.

Communication records such as emails and messages may be retained for an appropriate period to manage enquiries, resolve issues and maintain a record of our interactions.

Where we no longer need your personal data for the purposes set out in this policy, we will securely delete, anonymise or otherwise remove it from our systems.

Your data protection rights

Under data protection laws, you have certain rights in relation to your personal data. These rights are not absolute and may be subject to legal conditions and exemptions, but we will always respect and consider any request you make.

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, along with information about how we use it.

Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data 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 necessary for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restrict processing: you may request that we restrict the processing of your personal data in specific situations, such as while we consider a challenge to the accuracy of the data.

Right to data portability: where we process your personal data on the basis of consent or a contract and by automated means, you may request that we provide your data in a structured, commonly used and machine-readable format or transfer it to another controller.

Right to object: you may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue. You also have the right to object to direct marketing at any time.

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

You also have the right to lodge a complaint with the Information Commissioners Office if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you contact the supervisory authority.

Security and international transfers

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse or disclosure. These measures include access controls, secure storage, staff training and regular review of our security practices.

Where personal data is transferred outside the United Kingdom or the European Economic Area by our service providers, we will ensure that appropriate safeguards are in place, such as the use of approved standard contractual clauses or other lawful transfer mechanisms.

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 guidance. We will publish the updated version and the revised policy will apply from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contacting us about privacy

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, please contact us using the contact details available on our website or on your service documentation and clearly mark your communication as a data protection query.