Rubbish Collection Mayfair Privacy Policy

This Privacy Policy explains how Rubbish Collection Mayfair collects, uses, stores and protects personal data in connection with our rubbish and waste collection services. It applies to all existing and prospective customers located in the Mayfair area, as well as any individuals who contact us about our services or whose data we process in the course of our business activities.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We only collect and process personal data where we have a lawful basis, and we handle all personal data in a fair, transparent and secure manner.

Data Controller and Contact Details

The data controller responsible for your personal data is Rubbish Collection Mayfair. This means we decide how and why your personal data is processed. If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your rights, you can contact us using the details provided to you on your service documentation or invoice.

When you contact us about your data, please provide enough information for us to identify you and your account, so we can respond efficiently and securely.

Personal Data We Collect

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

Identity and contact data, such as your name, address, business name where applicable, telephone number and email address.

Service and contract data, such as details of the services you request, service frequency, collection addresses, access instructions for collection points, customer reference numbers, and records of your communications with us about the services.

Billing and payment data, such as billing address, payment history, invoice records and basic payment details required to process payments. We do not store full payment card numbers when payments are processed through secure payment providers.

Usage and communication data, such as information about how you contact us, including by phone, email or through any forms you complete, and records of your communication preferences.

Operational data, such as notes taken by our drivers or staff during collections that relate to service performance, access issues, safety and compliance, where these notes may occasionally include personal data.

How We Collect Personal Data

We typically collect personal data directly from you when you request a quote, set up an account, book a collection, contact us with an enquiry or complaint, or provide information to our staff during service visits.

We may also receive personal data from third parties where you have authorised them to share information with us, for example from managing agents, landlords, commercial tenants or facilities managers who arrange rubbish collection services on your behalf.

Lawful Basis for Processing

We only use your personal data where we have a lawful basis to do so under data protection law. The main legal bases we rely on are:

Contractual necessity. We process your personal data where it is necessary to enter into or perform a contract with you, such as to provide scheduled rubbish collection services, manage your account, issue invoices and handle payments.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. This includes using data to respond to enquiries, improve our services, maintain accurate records, manage our operations, and protect our staff, customers and property.

Legal obligations. We process certain personal data to comply with legal and regulatory obligations, such as record-keeping, tax requirements and obligations relating to waste management regulations and health and safety.

Consent. In limited circumstances we may rely on your consent, for example where we send you certain types of marketing communication by electronic means. Where consent is used, you have the right to 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 our rubbish collection services, including setting up your account, organising collections, responding to service requests and resolving issues.

To communicate with you about your services, such as confirming bookings, sending service updates, issuing invoices and reminders, and responding to queries and complaints.

To manage our business operations, including scheduling routes, monitoring service quality, training staff, and maintaining accurate business and financial records.

To comply with our legal and regulatory obligations, including waste management regulations, tax and accounting requirements, and health and safety obligations.

To protect our rights, property and safety, and the rights, property and safety of our staff, customers and third parties, including preventing and detecting misuse, fraud or other unlawful activity.

To send you information about our services similar to those you already use, where permitted by law. You can ask us to stop sending such information 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 in this Privacy Policy, and where we have a lawful basis to do so. These third parties may include:

Service providers who act as data processors on our behalf, such as providers of waste transfer and disposal facilities, IT and hosting providers, payment processing providers, customer service and communication tools, and professional advisers such as accountants or auditors.

Regulators, public authorities and law enforcement agencies where we are required to disclose personal data by law, or where disclosure is necessary to protect our rights or the rights of others.

Other third parties in the event of a business reorganisation, merger or transfer, where your data may be transferred as part of the business assets, in which case you will be informed where required by law.

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

International Data Transfers

Our primary operations are based in the United Kingdom. Where any of our service providers or systems involve transfers of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring to countries that have been recognised as providing an adequate level of data protection.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, to comply with legal and regulatory obligations, and to resolve disputes or enforce our agreements.

In general, account, service and billing records are kept for the duration of your relationship with us and for a period after your account is closed to meet tax, regulatory and record-keeping requirements. Communication records and operational notes are retained in line with our internal retention schedules, which take into account limitation periods for legal claims.

Once personal data is no longer needed for the purposes for which it was collected, we will take reasonable steps to delete or anonymise it securely.

Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction or damage. These measures include access controls, staff training, secure data storage and procedures for handling suspected data incidents.

While we take reasonable steps to protect your personal data, no system can be completely secure. You are also responsible for keeping your own information safe, for example by safeguarding any account details you use to communicate with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. You have the right to:

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

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data where there is no longer a lawful basis for us to continue processing it.

Object to processing of your personal data where we rely on legitimate interests, including profiling based on those interests, and we will stop processing unless we have compelling legitimate grounds.

Request restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy or our reasons for processing it.

Request the transfer of your personal data to you or another controller where technically feasible, in cases where the processing is based on consent or contract and is carried out by automated means.

Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdraw your consent.

To exercise any of these rights, please contact us using the contact details provided in your service documentation. We may need to verify your identity before responding to your request.

Complaints and Your Right to Complain

If you have concerns about how we handle your personal data, we ask that you contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom if you believe your data protection rights have been infringed.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal and regulatory developments. Any updated version will apply from the date it is made available. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Rubbish Collection Mayfair customers and service users in the Mayfair area and is intended to give you clear and accessible information about our data protection practices.