Rubbish Collection Crystal Palace Privacy Policy

This Privacy Policy explains how Rubbish Collection Crystal Palace collects, uses, stores and shares personal data relating to customers who use our rubbish and waste collection services in the Crystal Palace area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all customers and prospective customers located in our service area, regardless of how you contact us or use our services.

Who We Are And How To Contact Us

Rubbish Collection Crystal Palace is a waste and rubbish collection service operating in the Crystal Palace area. For the purposes of data protection law, we act as the data controller for the personal data we process about our customers and prospective customers. This means we decide how and why your personal data is used.

If you have any questions about this Privacy Policy or our data protection practices, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our usual customer communications or service documents. When contacting us about privacy matters, please clearly state that your query relates to data protection or your personal data.

Personal Data We Collect

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

Identity and contact details such as your name, address, email address, telephone number and, where relevant, company name and position if you are a business contact.

Service related information such as service address, property access details, service preferences, details of the types and volumes of rubbish or waste to be collected, and any relevant instructions you provide to enable us to perform the service safely and effectively.

Billing and payment information such as invoices, payment status and records of payments you make to us. Where you pay through a third party payment provider, that provider will also process your payment details as a separate controller.

Communication records including emails, messages, forms, telephone call notes and any other correspondence you send to us or we send to you in relation to enquiries, bookings, complaints or feedback.

Usage and technical information such as information about how you interact with our online contact forms or booking systems, basic technical details supplied by your browser or device and information required to keep our systems secure and functioning correctly.

In some cases we may collect limited special category or sensitive information if you choose to share it with us, for example details about health or mobility relevant to access to your property. We only use such information where it is strictly necessary for service delivery and where we have a lawful basis to do so.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, enter into a contract with us or communicate with us by phone, email, online forms or other channels.

We may also receive information from third parties where this is necessary to provide our services, for example where a landlord, managing agent, building manager or commercial partner provides your contact or service details to arrange rubbish collection at your property or workplace. In such cases we take reasonable steps to ensure that these parties have the right to share that information with us.

Lawful Bases For Processing Your Data

We rely on one or more of the following lawful bases under data protection law to process your personal data:

Contract. We process your personal data where it is necessary to enter into, or perform, a contract with you, including taking steps at your request before you decide to enter into a contract. This includes handling enquiries, providing quotations, booking collections, delivering the collection service, managing your account and processing payments.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, responding to queries and complaints, scheduling staff and vehicles, maintaining accurate business records, preventing fraud and ensuring the security of our systems and operations.

Legal obligation. We process personal data where we need to comply with legal obligations, such as tax, accounting and waste management regulations. This may require us to keep certain records for specified periods or to share information with regulatory authorities when legally required.

Consent. In some limited circumstances we may rely on your consent, for example for certain types of direct marketing communications that are not covered by our legitimate interests. Where we rely on consent, you are free to withdraw it 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 to you, including setting up bookings, planning routes, carrying out collections and managing any follow up actions.

To respond to your enquiries, provide quotations, handle complaints, gather feedback and resolve any issues relating to the services we provide.

To issue invoices, collect payments, manage debts and carry out other routine accounting and financial processes.

To manage our relationship with you, including sending service related updates, changes to terms and conditions, and important notices relating to your account or bookings.

To maintain and improve our business operations, including quality control, staff training, service optimisation and safety planning.

To comply with legal and regulatory requirements, for example relating to waste disposal, record keeping, tax and reporting obligations.

To send you information about our services that may be of interest to you, where permitted by law and where you have not opted out of receiving such communications.

Sharing Your Data With Processors And Other Recipients

We only share your personal data when this is necessary and lawful. We may share your personal data with the following categories of recipients:

Service providers acting as data processors who provide services to us such as information technology support, booking systems, customer management systems, secure data storage, email or communication platforms and payment processing. These providers are only allowed to process your personal data on our instructions and must protect it appropriately.

Professional advisers such as accountants, insurers or legal advisers where this is necessary for the management of our business, the protection of our legal rights or the handling of disputes.

Regulators, public authorities and law enforcement bodies where we are required to do so by law, regulation or court order, or where it is necessary to protect our rights, property or safety or that of others.

Third parties connected with any business sale, merger or restructuring, in which case personal data may be shared as part of that transaction, subject to appropriate confidentiality and data protection safeguards.

We do not sell your personal data to third parties. Where any personal data is transferred outside the United Kingdom or European Economic Area, we take steps to ensure that appropriate safeguards are in place in accordance with data protection law.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to satisfy any legal, regulatory, tax, accounting or reporting requirements. When deciding how long to retain information, we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and whether we can achieve those purposes by other means.

In general, customer account and service records are kept for the duration of our relationship with you and for a reasonable period afterwards, typically up to six years, to enable us to respond to queries or disputes and to meet our legal obligations. In some cases, different retention periods may apply where the law requires shorter or longer retention. After the relevant retention period expires, we will securely delete or anonymise your personal data.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These include:

The right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.

The right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you have the right to request that we 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 grounds to retain it.

The right to restriction. You have the right to ask us to restrict our processing of your personal data in specific situations, such as where you contest its accuracy or object to our processing, while we consider your request.

The right to data portability. In certain circumstances, you have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to ask us to transfer it to another organisation where this is technically feasible.

The right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds to continue.

The right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before your consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we have an opportunity to address your concerns.

Security Of 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, staff training, secure storage, and procedures to deal with any suspected data security incidents. While we cannot guarantee absolute security, we regularly review and update our safeguards to help keep your data safe.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities or applicable law. When we make changes, we will revise the date of the most recent update and, where appropriate, notify you of significant changes. We encourage you to review this policy periodically so that you remain informed about how we use and protect your personal data.