Waste Disposal West Hampstead Privacy Policy

This Privacy Policy explains how Waste Disposal West Hampstead collects, uses, stores and protects personal data relating to our customers and prospective customers located in and around West Hampstead. 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 Disposal West Hampstead customers and service users in the West Hampstead area who contact us, request a quote, make a booking, or otherwise interact with our services, whether online, by telephone, in person or in writing.

Who we are and how to contact us

Waste Disposal West Hampstead provides waste removal, rubbish collection and related services to residential and commercial customers in the West Hampstead area. For the purposes of data protection law, Waste Disposal West Hampstead is the data controller of the personal data described in this Privacy Policy.

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our main customer communications and invoices.

Types of personal data we collect

We only collect personal data that is necessary for us to provide and manage our services. The information we may collect includes:

Identity and contact details, such as your name, address, service address, email address, telephone number and, where relevant, company name and position.

Service and contract information, such as the type of waste disposal service you request, booking dates and times, service history, notes about access to the property, and any special instructions you provide.

Payment and billing information, such as billing address, payment method details and records of payments made. Card payments are processed securely by third party payment processors and we do not store full card details.

Communication records, including emails, telephone call notes, text messages and any correspondence relating to enquiries, quotes, bookings, complaints or feedback.

Technical and usage data, such as information about how you interact with our website or digital services, including IP address, device type and basic analytics data, where this is collected.

Marketing preferences, such as whether you have opted in or out of receiving marketing communications from us.

How we collect your personal data

We collect personal data in several ways, including:

Directly from you when you request a quote, make a booking, contact us by phone or email, complete a form, or give information to our staff in person.

From your use of our website, where technical and usage data may be collected through standard analytics tools and necessary cookies.

From third parties that refer you to us or act on your behalf, for example property managers, landlords or commercial partners who arrange waste disposal services for you.

Lawful bases for processing your data

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

Performance of a contract: Where processing your data is necessary to enter into or perform a contract with you, such as providing waste disposal services, handling bookings, issuing invoices and managing your account.

Legal obligation: Where we must process your data to comply with legal requirements, for example waste transfer documentation, tax and accounting obligations, or health and safety regulations.

Legitimate interests: Where processing is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, ensuring site security and preventing fraud or misuse.

Consent: Where you have given us clear consent for a specific purpose, for example to receive certain marketing communications. You can withdraw your consent at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage waste disposal services, including processing bookings, scheduling collections, attending your premises and managing follow up visits.

To respond to enquiries, provide quotes, give service information and handle customer support requests and complaints.

To manage billing and payments, issue invoices, process refunds where applicable and maintain accurate financial records.

To comply with our legal and regulatory obligations, such as keeping appropriate records, complying with environmental, tax and accounting requirements and co operating with authorised authorities where required by law.

To manage our relationship with you, including sending service updates, reminders about bookings and important information about changes to our terms or services.

To improve our services and operations, including analysing service usage, customer feedback and website usage data to help us develop and refine our offerings.

To send relevant marketing communications, where permitted by law and in line with your preferences, about services that may be of interest to you. You can opt out of marketing at any time.

Data sharing and processors

We may share your personal data with carefully selected third parties where this is necessary for the purposes described above and where they are required to protect your data. These third parties act as data processors on our behalf or as separate data controllers where appropriate.

Typical categories of third parties include:

Payment and billing providers who securely process card and other payments on our behalf.

IT service and hosting providers who supply and maintain our business systems, email services and website hosting.

Waste transfer and disposal partners, where collaboration is needed to complete the disposal process in line with legal and environmental requirements.

Professional advisers such as accountants, auditors and legal advisers who assist us in running our business and complying with our obligations.

Regulators, enforcement bodies and other authorities where disclosure is required by law or necessary to protect our rights or the rights of others.

Where we use data processors, we ensure there is a written contract in place requiring them to keep your personal data secure and to use it only in accordance with our instructions and data protection law.

International transfers

We aim to keep your personal data within the United Kingdom or European Economic Area. If it becomes necessary to transfer personal data to a country outside these areas, we will ensure that appropriate safeguards are in place so that your data remains protected to standards equivalent to those under UK data protection law.

Data retention

We keep your 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.

Service and contract records, including invoices and essential correspondence, are generally retained for up to seven years after the end of our relationship with you to comply with tax and accounting rules and to respond to any legal claims.

Enquiry records that do not lead to a contract are usually retained for a shorter period, typically up to two years, to help us manage follow ups and improve our services.

Marketing data is retained while you remain subscribed or otherwise show active interest in our services, and will be deleted or anonymised within a reasonable period after you opt out or after a prolonged period of inactivity.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with you.

How we protect your data

We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, loss, alteration or disclosure. These measures include access controls, secure storage systems, staff training, and regular review of our procedures.

While we take reasonable steps to protect your data, no system can be completely secure. You also have a responsibility to keep any reference numbers, passwords or access details that you use to communicate with us secure.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. Subject to specific conditions and exemptions, these include:

Right of access: You can request confirmation that we process your personal data and ask for a copy of the data we hold about you.

Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: You can request that we delete your personal data where there is no good reason for us to continue processing it, subject to our legal obligations.

Right to restrict processing: You can ask us to suspend the processing of your personal data in certain circumstances, for example while we verify its accuracy.

Right to data portability: You can request a copy of certain personal data in a structured, commonly used and machine readable format and ask that we transfer it to another organisation where technically feasible.

Right to object: You can object to our processing of your personal data where we are relying on legitimate interests. You always have the right to object to direct marketing.

Rights related to consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing that took place before you withdrew consent.

If you wish to exercise any of these rights, please contact us using our usual contact details. We may need to request specific information from you to help us confirm your identity and respond securely.

Complaints

If you are concerned about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. The most recent version will always apply to our processing of your personal data and will be made available through our main customer information channels. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.