Rubbish Collection Marylebone Privacy Policy

This Privacy Policy explains how Rubbish Collection Marylebone collects, uses, stores, and shares personal data about customers in our service area, and how we comply with the UK General Data Protection Regulation and related data protection laws. It applies to all Rubbish Collection Marylebone customers and prospective customers within our operating area, including individuals and businesses who use or enquire about our rubbish collection and related services.

Who we are and how this policy applies

Rubbish Collection Marylebone is a rubbish and waste collection service operating in the Marylebone area. For the purposes of data protection law, we are the data controller for the personal data described in this Privacy Policy. This means we are responsible for deciding how and why we use your personal data and for ensuring that we do so lawfully and securely.

This Privacy Policy applies whenever you contact us, request a quote, book a collection, enter into a contract with us, or otherwise interact with our services as a customer or prospective customer within our service area.

Types of personal data we collect

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

Identification and contact details: name, title, business name where relevant, postal address, service address, email address, telephone number or mobile number.

Service and contract details: information about the services you request or purchase, records of collections, waste types and volumes, service preferences, instructions you give us, and any related correspondence.

Billing and payment information: billing address, payment history, details of invoices and receipts, and information about the payment method used. We do not store your full payment card details where payments are processed by third party payment providers.

Usage and communication data: communications you send to us by email, phone or other channels, call notes, and records of any complaints, feedback or enquiries.

Technical data: limited technical information related to your use of our website or online services, such as IP address, browser type, and general usage data, where this is necessary for security, analytics or service improvement.

How we collect your personal data

We collect personal data from you directly when you contact us by phone, email or online form, request a quote, make a booking, enter into a contract, or provide information to our staff during collections.

We may also receive personal data from third parties, such as business partners or online platforms that help us provide our services, as well as from publicly available sources where this is relevant to our services and lawful to use.

Lawful bases for processing your personal data

We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we may rely on the following lawful bases:

Contract: We process personal data to set up and perform our contract with you or your organisation, including handling enquiries, providing quotes, carrying out collections, managing accounts, and dealing with any issues arising from the service.

Legal obligation: We process personal data where necessary to comply with legal and regulatory obligations, for example relating to waste disposal, taxation, accounting, and record keeping requirements.

Legitimate interests: We process personal data where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing and improving our services, responding to enquiries and feedback, training our staff, ensuring the security of our systems and premises, and promoting our services to existing and prospective customers in a proportionate way.

Consent: In some limited cases, we may rely on your consent, for example for certain forms of direct marketing or where we collect optional information not necessary for providing our core services. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this Privacy 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 bookings, planning routes, carrying out collections, and communicating with you about your service.

To handle enquiries, provide quotes, and give you information about services you have requested or that may be relevant to your existing service.

To manage our relationship with you as a customer, including dealing with customer service queries, complaints, and feedback, and maintaining accurate records.

To issue invoices, process payments, carry out credit control where necessary, and maintain financial and accounting records.

To comply with legal and regulatory requirements, including obligations relating to waste management, financial reporting, and health and safety.

To protect our business, staff and customers, including for fraud prevention, security, and risk management purposes.

To improve and develop our services, including monitoring performance, analysing usage patterns, and training staff.

To send you information about our services, promotions or updates where we are permitted to do so by law and where you have not opted out.

Data sharing and data processors

We may share your personal data with carefully selected third parties where this is necessary for the purposes described above, and we always ensure that appropriate safeguards are in place.

Service providers and data processors: We may share your data with third party companies that provide services to us, such as IT and cloud service providers, customer management systems, payment processors, accounting and bookkeeping services, waste processing partners, communications providers, and professional advisers. These organisations act as data processors and may only process your personal data on our documented instructions and for specified purposes. They are required to keep your data secure and confidential.

Professional and legal advisers: We may share data with our accountants, auditors, insurers, and legal advisers where necessary to obtain professional advice or to protect our legal rights.

Authorities and regulators: We may disclose personal data where required by law, regulation, or court order, or in response to lawful requests from public authorities or regulatory bodies.

Business transfers: In the event that we sell or transfer part or all of our business, your personal data may be disclosed to prospective or actual purchasers or their advisers, subject to appropriate confidentiality obligations.

We do not sell your personal data to third parties for their own marketing purposes.

International transfers

If any of our service providers or systems involve the transfer of personal data outside the United Kingdom or European Economic Area, we will ensure that such transfers are made in compliance with data protection law. This may include using standard contractual clauses approved by the relevant authorities or ensuring that the recipient is located in a country with adequate data protection laws.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, or reporting obligations. The specific retention period will depend on the type of data and the context in which it was collected.

As a general guide, we retain customer and service records for the duration of our relationship with you and for a period afterwards to deal with any queries, disputes, or legal claims. Financial and invoice records are typically kept for the period required by tax and accounting laws. After the applicable retention periods expire, we will securely delete or anonymise your data so that it can no longer be linked to you.

How we protect your personal data

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

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights apply to all customers of Rubbish Collection Marylebone within our service area, subject to legal limitations and exemptions. Your rights include:

Right of access: You have the right to request confirmation that we process your personal data and to receive a copy of the data we hold about you, along with information about how we use it.

Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you may ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction: You may request that we restrict our processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.

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, including for direct marketing. If you object to direct marketing, we will stop using your personal data for that purpose.

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

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

Exercising your rights and contacting us

If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details available on our standard customer communications or by using our usual customer service channels. We may need to verify your identity before responding to certain requests, to protect your data and the rights of others.

You also have the right to lodge a complaint with a supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.

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 practices. Any changes will take effect when we publish the updated version. We recommend that you review this Privacy Policy periodically to stay informed about how we use and protect your personal data.