Waste Collection Belgravia Privacy Policy

This Privacy Policy explains how Waste Collection Belgravia collects, uses, stores and protects personal data relating to our customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018, and how you can exercise them.

This Privacy Policy applies to all individual customers, business contacts, suppliers and other persons whose personal data we process in connection with providing waste collection and related services in the Belgravia area.

Who we are and how to contact us

Waste Collection Belgravia is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used when we provide our services and manage our business operations.

If you have questions about this Privacy Policy or about how we handle your personal data, or if you wish to exercise any of your privacy rights, you can contact us using the details provided on our main customer communications or invoices.

What personal data we collect

The personal data we collect will depend on your relationship with us and the services you use, but typically includes the following categories of information:

Identity and contact details: name, title, job title for business contacts, residential or business address, email address, telephone number and any other contact details you choose to provide.

Service and account information: details of the waste collection or related services you request or receive, service addresses, access instructions for collections, service preferences, correspondence about bookings, cancellations or issues, and details of any complaints or feedback.

Billing and payment information: billing address, payment method details as necessary for processing payments, transaction records, tax information where needed for invoicing, and information relating to any late or failed payments.

Technical and usage information: information about how you interact with our website, online booking tools or digital communications, such as device type, browser type and approximate location, collected through logs and similar technologies. We use this information to support the operation and security of our online services.

Communication records: copies of emails, notes of telephone calls, text messages and other communications between you and Waste Collection Belgravia, which we keep as evidence of our relationship and to manage services and disputes.

Lawful basis for processing your data

We process your personal data only when we have a lawful basis to do so. Depending on the context, we rely on the following legal grounds:

Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide waste collection services, manage your bookings, send service confirmations and process payments.

Legal obligation: We may process your personal data to comply with legal and regulatory requirements, including tax laws, accounting rules, health and safety laws and environmental regulations.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your own interests and fundamental rights do not override those interests. This includes managing and improving our services, responding to customer queries, maintaining records, preventing fraud and ensuring the security of our systems.

Consent: In limited situations, we may rely on your consent, for example for certain types of direct marketing where required by law. When we rely on consent, you can withdraw it at any time by contacting us using the details given in this Privacy Policy or by following the instructions in the relevant communication.

How we use your personal data

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

To provide and manage waste collection and related services you request or receive from us, including scheduling collections, managing access to properties and handling service issues.

To set up, manage and administer your customer account and billing arrangements, including issuing invoices, processing payments and dealing with queries about charges.

To communicate with you about bookings, changes to services, operational notices, account updates, complaints or feedback and any other matters necessary to deliver our services effectively.

To manage our business operations, including internal record-keeping, audits, quality control and staff training.

To meet our legal and regulatory obligations, such as record retention for tax and accounting purposes and compliance with environmental and waste management regulations.

To protect our rights, property or safety, and that of our customers, suppliers and staff, including the prevention and detection of fraud or misuse of our services.

Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where we have a lawful basis for doing so.

We use third party service providers who act as data processors on our behalf. These processors may include:

Payment processing providers who handle card and other electronic payments securely on our behalf.

IT and system support providers who host or maintain our customer databases, scheduling tools, communication platforms or website.

Professional advisers such as accountants, auditors or legal advisers who require limited access to certain records for the provision of professional services.

Waste transfer partners and subcontractors where this is necessary to complete collections or related services in accordance with your contract with us.

When we use processors, we ensure appropriate data protection agreements are in place. These agreements require processors to act only on our instructions, implement suitable security measures and protect your personal data in accordance with applicable data protection laws.

We may also disclose personal data where required to do so by law, in response to requests from public authorities or regulators, or to establish, exercise or defend legal claims.

International transfers

Our core operations are based in the United Kingdom and we aim to store personal data within the UK or the European Economic Area wherever possible. If we need to transfer personal data outside the UK or the European Economic Area, we will do so only where appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, and where such transfers comply with applicable data protection laws.

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.

In general, we retain customer account and service information while you remain a customer and for a period after your relationship with us ends, typically up to six years. This retention period reflects limitation periods for contractual claims and our legal obligations in relation to tax and accounting records.

We may retain data for longer where necessary in connection with a dispute, investigation or legal proceedings, or to comply with specific legal or regulatory requirements.

Your rights under data protection law

Under the UK General Data Protection Regulation and related laws, you have certain rights in relation to your personal data. These rights may be subject to conditions and exemptions, but generally include the following:

Right of access: you can request a copy of the personal data we hold about you and information about how we use it.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

Right to erasure: in certain circumstances you can ask us to delete your personal data where there is no good reason for us to continue processing it.

Right to restriction: you can request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy.

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 and to transfer it to another controller.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests, including the right to object to direct marketing.

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

If you wish to exercise any of these rights, please contact us using the details provided on our customer communications. We may need to verify your identity before responding to your request, and we will respond within the time limits required by law.

You also have the right to lodge a complaint with the UK Information Commissioner if you are unhappy with how we handle your personal data. We would, however, invite you to contact us first so that we can try to resolve your concerns directly.

Security of your personal 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, staff training and regular review of our security practices.

While we take reasonable steps to secure your personal data, no system or transmission of data can be guaranteed as completely secure. You are also responsible for keeping any account details or passwords confidential and for notifying us promptly of any suspected misuse of your information.

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 handle personal data. Any updated version will be made available through our usual customer communication channels and will take effect from the date of publication.

By continuing to use Waste Collection Belgravia services after any changes come into effect, you acknowledge that you have read and understood the updated Privacy Policy.