Rubbish Collection South Kensington Privacy Notice

This Privacy Policy explains how Rubbish Collection South Kensington collects, uses, stores and protects personal data relating to customers in South Kensington. It applies to all customers who enquire about, book, or receive our rubbish collection and related services within the South Kensington area.

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

Who We Are

Rubbish Collection South Kensington is a rubbish and waste collection service operating in the South Kensington area. For the purposes of data protection law, we act as the data controller for the personal data we collect about our customers and prospective customers.

This means we decide why and how your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection legislation.

Scope Of This Privacy Policy

This Privacy Policy applies to all personal data processed by Rubbish Collection South Kensington in connection with providing rubbish collection and related services to residential and business customers in the South Kensington area. It covers data collected through telephone calls, emails, messaging, contact forms, bookings, on-site visits and billing activities.

Personal Data We Collect

We only collect information that is necessary for us to provide and manage our services, deal with enquiries and meet our legal obligations. The types of personal data we may collect include:

Identification and contact details: name, title, address of the collection site, billing address, telephone numbers and email addresses.

Service details: information about the type of rubbish collection or related service you request, access instructions for the premises, preferred collection times and any relevant notes needed to carry out the service safely and effectively.

Billing and payment information: records of invoices, payment status, payment method and related accounting information. Where payments are made electronically, limited payment card details may be processed securely by our payment processor but are not stored by us beyond what is necessary for transaction records.

Communication records: copies or summaries of communications with you, including emails, telephone call details and messages relating to quotes, bookings, complaints or feedback.

Technical information: basic technical details where you contact us through our website or online forms, such as the date and time of your enquiry and the pages you interacted with, if this is necessary to respond to your enquiry or improve our service.

How We Collect Your Data

We collect personal data directly from you when you:

Request a quote or more information about our services.

Make a booking for rubbish collection or related services.

Communicate with us by phone, email or other messaging services.

Provide instructions or feedback to our staff on site.

Make a payment or request an invoice.

We may also receive limited personal data about you from third parties where this is necessary to deliver our services, for example where a landlord or managing agent provides your contact details for arranging waste collection at a specific property. In such cases, we take reasonable steps to ensure that those third parties are entitled to share your details with us.

Lawful Basis For Processing

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: we process personal data to enter into and perform a contract with you. This includes providing quotes, managing bookings, delivering rubbish collection services, issuing invoices, processing payments and dealing with service-related questions or complaints.

Legal obligation: we process certain data to comply with legal and regulatory requirements, such as tax and accounting rules, waste management regulations and record keeping obligations.

Legitimate interests: we may process personal data when it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. Examples include improving our services, managing our business operations, preventing fraud, ensuring site and staff safety and responding to general enquiries from prospective customers.

Consent: in limited cases, we may rely on your consent, for example if we wish to send you optional marketing communications by email or phone. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

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

To provide and manage our rubbish collection and related services in South Kensington.

To respond to enquiries, provide quotes and communicate with you about bookings.

To plan and carry out collection visits, including giving our staff necessary access instructions and contact details.

To issue invoices, process payments and maintain accurate financial records.

To handle feedback, complaints, refunds and service-related issues.

To manage our business operations, such as scheduling, workforce management and quality control.

To comply with legal and regulatory obligations, including waste management and tax rules.

Data Sharing And Processors

We do not sell your personal data. However, we may share your data with trusted third parties where this is necessary for the purposes set out in this policy. These third parties act as data processors or, in some cases, as independent controllers. They include:

Payment service providers who process card or electronic payments on our behalf.

Accounting or bookkeeping service providers who help us to manage invoices, accounts and statutory records.

IT and software providers who supply tools such as booking systems, email or secure data storage.

Operational partners or subcontractors who assist us in delivering the rubbish collection service, where needed to fulfil your booking.

Professional advisers such as auditors or legal advisers, where necessary to protect our business or comply with legal obligations.

Public authorities, regulators or law enforcement agencies, where we are required to do so by law or to protect our rights or the rights of others.

Where we use data processors, we ensure that appropriate contractual and technical safeguards are in place to protect your personal data and ensure that it is only processed in accordance with our instructions and the law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general:

Service records and contact details linked to bookings are usually retained for up to seven years from the end of the relevant financial year, in line with tax and accounting obligations.

Quote or enquiry details where no service is taken up are normally retained for a shorter period, generally up to two years, unless there is a clear reason to retain them for longer, such as ongoing discussions or disputes.

Communication records may be kept for as long as needed to handle any follow-up, resolve issues or comply with legal duties.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked to an identifiable individual.

International Transfers

Our intention is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If we engage service providers that process data outside these areas, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law, such as relying on adequacy regulations or standard contractual clauses.

How We Protect Your Data

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 practices, staff training and regular review of our procedures. While no system can be completely secure, we strive to maintain a level of security appropriate to the risks associated with the processing of your data.

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, you may have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of any inaccurate or incomplete personal data.

Request erasure of your personal data where there is no longer a lawful basis for us to keep it.

Object to our processing of your personal data where we rely on legitimate interests, including any profiling based on those interests.

Request restriction of processing in certain circumstances, for example while we consider a challenge you have raised about the accuracy of your data.

Request the transfer of your personal data to you or another controller in a structured, commonly used and machine-readable format, where technically feasible and applicable.

Withdraw consent where we rely on consent for a specific use of your data, such as certain forms of marketing.

To exercise any of your rights, you can contact us using the contact details we provide when you book our services or as shown on our communications. We may need to verify your identity before acting on your request. We aim to respond within one month, or within any extended period allowed by law where your request is complex.

You also have the right to lodge a complaint with the Information Commissioners Office if you have concerns about how we handle your personal data. We would encourage you to contact us first so that we can try to resolve your 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 the way we process personal data. When we make significant changes, we will take reasonable steps to bring them to your attention. The latest version of this Privacy Policy will always apply to the personal data we hold about you as a Rubbish Collection South Kensington customer in the area.