Rubbish Collection Uxbridge Privacy Policy

This Privacy Policy explains how Rubbish Collection Uxbridge collects, uses, stores and shares personal data about its customers in the Uxbridge area. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all Rubbish Collection Uxbridge customers in our service area, whether you are an individual, a landlord, a tenant, or a business customer.

Who we are and scope of this policy

Rubbish Collection Uxbridge provides rubbish removal and related services to customers in and around the Uxbridge area. For the purposes of data protection law, we are the data controller for the personal data we collect and use about you in connection with our services. This means we decide how and why your personal data is processed and are responsible for looking after it in line with applicable laws.

This Privacy Policy covers personal data collected through our website, over the phone, by email, in person, or any other way you interact with us to request or receive our rubbish collection services.

Personal data we collect

We only collect information that we reasonably need to provide and manage our services. The types of personal data we may collect include:

Identification and contact details such as your name, address, email address, telephone number and, where relevant, the contact details of a nominated person on your behalf.

Service and booking information such as property access details, preferred collection times, information about items to be collected, photographs you provide to help us assess a collection, and any notes you give us regarding special requirements.

Payment and billing information such as billing address and details required to process payments or issue invoices and receipts. Payment card data may be handled by a secure third-party payment processor acting on our instructions.

Communication records such as emails, phone call details, messages, feedback and complaints, and any other correspondence you have with us.

Technical data such as your IP address, browser type, and similar information collected when you visit our website, to the extent necessary for security, functionality and basic analytics.

How we collect your data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or otherwise communicate with us. This may be by phone, email, online form, or in person when our team attends your premises.

We may also receive personal data from third parties where this is necessary to provide our services, such as landlords, managing agents, or business partners who give us your contact details so that we can arrange collections.

Lawful basis for using your data

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

Contractual necessity: We use your data to provide our rubbish collection services, including handling bookings, confirming appointments, accessing your premises as agreed, issuing invoices, and managing your customer account. Without this information we cannot deliver the service you have requested.

Legitimate interests: We process certain data to run and improve our business, such as managing customer relationships, responding to enquiries, keeping records, ensuring the security of our staff and vehicles, and preventing fraud. We only do this where our legitimate interests are not overridden by your rights and freedoms.

Legal obligations: We may need to process or retain specific data to comply with applicable laws, regulations, tax requirements, and obligations relating to waste disposal records, health and safety, or law enforcement requests.

Consent: In limited cases, such as sending certain types of marketing messages or using optional cookies on our website, we may rely on your consent. When we rely on consent, you can withdraw it at any time using the contact details provided below.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage rubbish collection and related services, including handling bookings, planning routes, and delivering on-site work.

To contact you about your bookings, including confirmations, reminders, changes, and follow-up messages.

To issue quotes, invoices and receipts, process payments, and manage any queries or disputes about charges.

To respond to your enquiries, feedback or complaints and to maintain and improve our customer service.

To manage our operations, including staff scheduling, vehicle allocation, waste transfer documentation, and compliance with relevant waste regulations.

To keep appropriate business and financial records and to meet legal, accounting and reporting obligations.

To protect our business, staff, and customers, for example by preventing misuse of our services or addressing safety concerns.

Data sharing and processors

We do not sell your personal data. We may share your information with trusted third parties and service providers who act as data processors on our behalf. These include:

Payment processors who handle card payments and related financial transactions securely.

IT and hosting providers who support our website, email systems, and data storage solutions.

Professional advisers such as accountants or legal advisers where necessary for legitimate business purposes and regulatory compliance.

Waste transfer stations or recycling partners where we must provide limited information about collections for regulatory purposes.

These processors are only allowed to use your data in accordance with our instructions, for the purposes we have specified, and must put in place appropriate security measures to protect your information.

We may also need to share data with public authorities, regulators, or law enforcement agencies where we are legally required to do so or where this is necessary to protect our rights or the rights of others.

Data retention and storage

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements. The exact retention period may vary depending on the type of information and the context in which it was collected.

Information relating to quotes and bookings is generally retained for a period that allows us to respond to queries, manage our relationship with you, and comply with legal obligations. Financial records linked to payments and invoices are typically kept for a period required by tax and accounting rules.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be used to identify you.

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 access controls, secure storage solutions and procedures for handling data securely within our team and with our processors.

While we take reasonable steps to safeguard your information, no system can be completely secure. We encourage you to take care when sending personal data to us and to let us know immediately if you suspect any misuse of your information related to our services.

Your data protection rights

As a customer of Rubbish Collection Uxbridge, you have a number of rights under data protection law in relation to your personal data. These include:

The right of access: You can request a copy of the personal data we hold about you, along with information about how we use it.

The right to rectification: You can ask us to correct or complete any inaccurate or incomplete information we hold about you.

The 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 purpose it was collected, or where you have withdrawn consent.

The right to restrict processing: You can request that we limit the way we use your data in specific situations, such as while we are considering a request for rectification or objection.

The right to object: You may object to our processing of your personal data based on our legitimate interests, including any direct marketing activities.

The right to data portability: In some cases you can ask us to provide your personal data in a structured, commonly used and machine-readable format, or to transfer it to another controller where this is technically feasible.

You also have the right to withdraw consent where we rely on consent as the lawful basis for processing. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.

How to exercise your rights or contact us

If you wish to exercise any of your rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our main customer communications and invoices. To help us respond, please provide enough information to identify yourself and your relationship with us and clearly describe your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We would, however, appreciate the opportunity to address your concerns directly first.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our internal processes, or applicable data protection law. When we make changes, we will revise the date of the latest version and, where appropriate, inform you through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.