Rubbish Collection Acton Privacy Notice

This Privacy Notice explains how Rubbish Collection Acton collects, uses, stores, and protects personal data relating to our rubbish and waste collection services. It applies to all Rubbish Collection Acton customers and service users within our service area, including individuals and business contacts who interact with us by telephone, email, online, or in person.

Who We Are

Rubbish Collection Acton is a waste and rubbish collection service operating in the Acton area. For the purposes of the UK General Data Protection Regulation and other applicable data protection laws, Rubbish Collection Acton is the controller of the personal data described in this Privacy Notice. This means we determine the purposes and means of processing your personal data.

Personal Data We Collect

We collect and process a range of personal data to provide our services, manage our relationship with you, and meet our legal obligations. The types of personal data we may collect include:

Identification and contact details such as your full name, address, email address, telephone number, and, where applicable, business name and job title.

Service information such as details of the services you request or receive from us, collection addresses, service schedules, access instructions you provide, and records of our visits or collections.

Billing and payment information such as billing address, information relating to invoices, payment status, and limited payment details where necessary to process payments, excluding full card numbers that are processed securely by our payment providers.

Communication records such as emails, messages, and telephone call notes that you send to us or that we send to you, including enquiries, complaints, and feedback.

Technical data such as IP address, device identifiers, and basic usage information where you interact with our online services, to the extent necessary to operate and secure those services.

Operational and safety data such as CCTV images or vehicle tracking information in the vicinity of our vehicles or premises, to support safety, security, and verification of service delivery where applicable.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quotation, place an order, arrange a collection, pay an invoice, or communicate with us by phone, email, or other channels.

We may also collect personal data from third parties where lawful and relevant, such as payment processors reporting transaction results, commercial partners involved in referring customers, or publicly available sources to confirm addresses and business contact details.

Lawful Basis for Processing

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

Contract. We process personal data when it is necessary to enter into or perform a contract with you, for example to provide rubbish collection services, manage bookings, issue invoices, and communicate about your service.

Legal obligation. We process certain personal data to comply with our legal and regulatory obligations, for example record keeping for tax and accounting, responding to lawful requests from authorities, and complying with waste management regulations.

Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. This can include managing and improving our services, preventing fraud or misuse, handling customer queries, and ensuring the security of our operations.

Consent. In limited circumstances, we may rely on your consent, for example where required for certain types of direct marketing. When we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing before withdrawal.

How We Use Personal Data

We use your personal data for the following purposes:

To provide and manage our rubbish collection services, including taking bookings, planning collection routes, carrying out collections, and handling follow up actions.

To manage our relationship with you, including responding to enquiries, sending service updates, dealing with complaints, and maintaining accurate customer records.

To issue quotes, invoices, receipts, and to process payments for the services we provide.

To operate, secure, and improve our business, including quality control, staff training, monitoring performance, and analysing service usage.

To comply with legal and regulatory obligations, including record keeping and cooperating with public authorities where required.

To conduct limited and proportionate marketing of our services to existing or prospective customers, in line with data protection and electronic marketing rules and any preferences you have expressed.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data, but we apply the following general principles:

Customer records, service data, and billing information are typically retained for the duration of your relationship with us and for a reasonable period afterwards, generally up to six years, to address queries, handle potential disputes, and meet tax and accounting obligations.

Communications and enquiry records are retained for as long as necessary to address your request or issue and for a reasonable period afterwards for reference, service improvement, and dispute resolution.

Technical data and logs are kept for short, defined periods necessary for security, troubleshooting, and service improvement, unless a longer retention period is required by law or to investigate particular issues.

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

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including:

Service providers acting as processors, such as IT and hosting providers, payment processors, customer management systems, and communication platforms that support our operations under contract. These processors are only allowed to use personal data to provide services to us and must protect it appropriately.

Professional advisers such as accountants, auditors, or legal advisers who require access to certain personal data to provide their services and meet regulatory requirements.

Public authorities, regulators, law enforcement, or courts, where we are legally obliged or have a lawful basis to disclose personal data, for example to comply with a legal request or to protect our rights or the rights of others.

Third parties in connection with a business transaction, such as a merger, acquisition, or transfer of services, where personal data may be transferred as part of the transaction in accordance with data protection laws.

Where personal data is processed by third party processors on our behalf, we put in place appropriate contracts and safeguards to ensure that your data is protected and processed only in accordance with our instructions and applicable law.

International Transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include relying on adequacy regulations or using appropriate contractual safeguards such as standard contractual clauses approved by relevant authorities.

Security of Your Personal Data

We implement measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include physical, technical, and organisational safeguards appropriate to the type and sensitivity of the data, as well as staff training and access controls. While no system can be completely secure, we continually work to maintain and improve the security of our systems and processes.

Your Data Protection Rights

If you are a customer or service user within the area we serve, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions under data protection law. These include:

The right of access. You can request confirmation that we process your personal data and obtain a copy of that data, along with certain information about how it is used.

The right to rectification. You can ask us to correct inaccurate personal data about you and to complete incomplete data.

The right to erasure. In certain circumstances, you can request that we delete or remove your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it.

The right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

The right to object. You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing. We will stop processing unless we have compelling legitimate grounds that override your interests or the processing is required for legal claims.

The right to data portability. In some cases, you can request to receive certain personal data in a structured, commonly used, and machine readable format and have it transmitted to another controller where technically feasible.

The right to withdraw consent. Where we rely on your consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

You also have the right to raise a concern or complaint with the data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can seek to resolve any issues directly.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices, services, or legal obligations. When we make material changes, we will take appropriate steps to inform you, which may include updating the date of the notice and making the revised version available to customers in our service area.