Waste Collection West Kensington Privacy Policy

This Privacy Policy explains how Waste Collection West Kensington collects, uses, stores and protects personal data relating to customers and prospective customers in West Kensington. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Waste Collection West Kensington customers and service users in the West Kensington area.

Who We Are

Waste Collection West Kensington provides waste collection and related services to residential and commercial customers in the West Kensington area. For the purposes of data protection law, we act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

Personal Data We Collect

We collect and process different categories of personal data depending on how you use our services and communicate with us. This may include:

Contact and identification details such as your name, address, property details, email address and telephone number.

Service and contract details such as the type of waste collection service you request, frequency of collections, service start and end dates, pricing and payment terms, and records of any complaints or service issues.

Billing and payment information such as invoicing details, payment status, payment method, and limited payment-related details processed as necessary for billing and refunds. Card details are handled only through secure payment processors and are not stored by us in full.

Communication records such as emails, phone call summaries, contact form entries, and notes of conversations when you contact us with queries, feedback, or complaints.

Technical and usage data such as information about how you use our website or online booking systems, including device information, approximate location data for service delivery, and usage logs, where this is necessary to operate and improve our services.

Incident and operational data such as records of missed collections, access problems to your premises, health and safety incidents involving our staff at your property, and evidence of fly-tipping or contamination of waste where relevant to the service and legal obligations.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, email or through our online forms, when you request a quote, make a booking, sign a contract, or pay an invoice. We may also collect data when you interact with our website or social media, or when you respond to surveys or provide feedback.

In some cases, we may receive your personal data from third parties, for example from a managing agent, landlord, local authority, or business partner who arranges waste services on your behalf. Where this happens, we ensure that the third party has a lawful basis to share your data with us.

Lawful Basis For Processing

We only process your personal data when there is a lawful basis to do so. Depending on the circumstances, we may rely on the following lawful bases:

Contract: We process personal data where it is necessary to enter into or perform a contract with you. This includes setting up your account, providing waste collection services, issuing invoices, processing payments, handling service requests and managing your bookings.

Legal obligation: We process certain data where this is required to comply with legal and regulatory requirements, such as waste management regulations, taxation, accounting rules, and obligations to cooperate with law enforcement or regulatory authorities.

Legitimate interests: We may process personal data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes activities such as responding to enquiries, improving our services, managing our operations and vehicles, preventing fraud and misuse of our services, and ensuring the safety of our staff and customers.

Consent: In limited cases, we may rely on your explicit consent, for example for certain types of electronic marketing. Where we rely on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

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

To provide, manage and improve waste collection and related services in the West Kensington area.

To create and manage customer accounts, bookings and service schedules.

To issue quotes, invoices and statements, process payments and manage debt recovery where necessary.

To respond to enquiries, complaints and requests, and to provide customer support.

To plan service routes, allocate collection crews and manage operational efficiency and safety.

To comply with legal obligations relating to waste handling, environmental protection, financial records and regulatory reporting.

To prevent and detect fraud, misuse of services or non-compliance with service terms, for example contamination of waste or improper disposal.

To carry out internal reporting, quality control and staff training, in order to improve our services.

To send service-related communications, such as changes to collection times, service disruptions or updates to this Privacy Policy.

Data Sharing And Processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, including:

Service providers who act as data processors on our behalf, such as IT and cloud hosting providers, customer management software providers, payment processing providers, communication and messaging providers, and document storage providers.

Professional advisers such as accountants, auditors, legal advisers and insurers, where needed for business management, legal advice or dispute resolution.

Regulators, local authorities, law enforcement agencies and other public bodies where we are legally required or permitted to do so, for example in relation to environmental investigations, fraud prevention or criminal activity.

Business partners, landlords, property managers and managing agents where waste collection services are coordinated through them for your premises, to the extent necessary to provide and manage those services.

Where we use data processors, they only process your personal data on our documented instructions, are subject to confidentiality obligations, and must implement appropriate technical and organisational measures to protect your data.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements. Retention periods vary depending on the type of data and the nature of our relationship with you.

In general, we retain customer and contract records for a period necessary to administer our relationship with you and for a number of years after the end of the contract, in line with tax and legal limitation periods. Communications such as emails and service notes may be retained for similar periods to address any queries or disputes that may arise.

When personal data is no longer required, we will securely delete, anonymise or destroy it, in accordance with our data retention and deletion procedures.

International Transfers

Some of our service providers may store or access personal data from locations outside the United Kingdom. Where this occurs, we take steps to ensure that appropriate safeguards are in place so that your personal data is protected to a standard consistent with UK data protection law, for example by using standard contractual clauses or ensuring the destination country has an adequacy decision.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction or damage. These measures include access controls, encryption where appropriate, secure storage solutions, regular monitoring of systems, staff training and internal policies on data protection and information security.

Your Data Protection Rights

As a data subject, you have several rights under data protection law in relation to your personal data. These rights apply to all Waste Collection West Kensington customers in the West Kensington area, subject to certain legal limitations and exemptions.

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 we use it.

Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: In certain circumstances, you have the right to 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 lawful basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we are considering a request for rectification of your data.

Right to data portability: In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transfer it to another controller where this is technically feasible.

Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or unless the processing is for the establishment, exercise or defence of legal claims.

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

Exercising Your Rights And Contacting Us

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the details provided on our customer correspondence or invoices. When making a request, you may need to provide information that allows us to confirm your identity before we respond.

If you are unhappy with how we handle your personal data, you also have the right to lodge a complaint with the UK data protection supervisory authority. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us in the first instance.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any changes will take effect when the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data as a Waste Collection West Kensington customer in the West Kensington area.