Waste Removal Tooting Privacy Policy

This Privacy Policy explains how Waste Removal Tooting collects, uses, stores and shares personal data when you use our waste collection and related services. It applies to all Waste Removal Tooting customers in our service area, including individuals, landlords, letting agents and business clients who contact us, request a quote or use our services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and the Data Protection Act 2018. Please read this Policy carefully to understand how and why we use your personal data, and the rights you have in relation to it.

Data Controller

The data controller for your personal data is Waste Removal Tooting. This means we decide how and why your personal data is processed when you use our services or interact with us as a customer or potential customer in our area.

Personal Data We Collect

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

Identification and contact details: name, address, email address, telephone number and any other contact details you provide when you request a quote, make a booking or communicate with us.

Service information: details about the property or site where waste is to be collected, access instructions, type and volume of waste, preferred collection dates and times, and any related notes you provide.

Customer account and communication data: records of emails, calls and messages between you and Waste Removal Tooting, including enquiries, complaints, feedback and service updates.

Billing and payment data: invoicing address, payment status, amounts paid and payment method details. Where we use a payment processor, we may not see or store your full card or bank details, but we may receive limited information required for reconciliation, fraud prevention and refunds.

Website and usage data: if you visit our website or online booking tools, we may collect technical data such as IP address, browser type, device information, and information about how you navigate our site. This may be collected through cookies or similar technologies where permitted by law.

Marketing preferences: your choices about receiving updates, offers or service information from us and records of when and how you gave or withdrew consent.

Lawful Basis for Processing

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

Contract: we process your personal data to enter into and perform a contract with you for waste removal and related services. This includes providing quotes, confirming bookings, collecting waste, issuing invoices and handling service-related communications.

Legitimate interests: we may process your data for our legitimate business interests, provided your interests and fundamental rights do not override these. This can include managing our relationship with you, improving our services, responding to enquiries, maintaining business records and ensuring the security of our operations.

Legal obligation: we may process your personal data where necessary to comply with applicable laws and regulations, such as waste disposal regulations, tax and accounting rules, and obligations to law enforcement or public authorities.

Consent: in some situations, particularly for certain types of marketing communications or optional cookies, we rely on your consent. Where we rely on consent, you may withdraw it at any time by contacting us using the details set out in this Policy or by using any unsubscribe option provided.

How We Use Your Personal Data

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

To provide and manage our services: arranging and delivering waste removal services, confirming bookings, accessing the collection site, and handling follow-up collections or related services.

To communicate with you: responding to your enquiries, providing quotes, sending booking confirmations, service updates and information about any changes or issues affecting your collection.

To manage payments: issuing invoices, processing payments, dealing with refunds or disputes and maintaining internal financial records.

To operate and improve our business: analysing how our services are used, reviewing feedback, training staff, improving our processes, and expanding or adapting our services in the Tooting area.

To ensure safety and compliance: complying with waste disposal regulations and other legal obligations, preventing and detecting fraud or misuse, and responding to lawful information requests from public authorities.

To send marketing communications: with your consent where required, we may send you information about our services, promotions or service updates relevant to waste removal in your area. You can opt out of such communications at any time.

Data Sharing and Processors

We do not sell your personal data. We may share it with trusted third parties where necessary for the purposes described in this Policy, including:

Service providers and processors: third-party companies that provide services to us, such as IT hosting and support, payment processing, email and communication tools, customer management systems, accounting services and waste transfer or disposal partners. These providers act as data processors and may only process your personal data according to our instructions and for the purposes we specify.

Professional advisers: accountants, auditors, legal advisers and consultants who assist us in running our business and meeting our legal obligations.

Public authorities: regulators, law enforcement bodies or other public authorities where we are legally required to share information or where doing so is necessary to protect our rights, our customers or others.

Business transfers: in the event that we sell or transfer part or all of our business, customer data may be transferred to the new owner as part of that transaction, in which case the new owner will continue to use your data only in accordance with this Policy or a replacement policy that is consistent with applicable law.

Where we use data processors, we ensure that appropriate contracts and safeguards are in place to protect your personal data and ensure it is handled lawfully and securely.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general, we apply the following retention periods:

Service and contact data: typically retained for up to six years after our last interaction with you, to allow us to manage our relationship, handle any queries or disputes, and meet legal obligations.

Financial and transaction records: retained for periods required by tax and accounting laws, which may be up to six years or longer from the end of the relevant financial year.

Marketing data: kept until you withdraw your consent or object to marketing, or until we determine that it is no longer needed, after which we will remove you from our marketing lists.

Technical and website data: retained for shorter periods that are tailored to security and analytics needs, after which the data is deleted or anonymised.

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

International Transfers

Where we or our service providers transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your data and ensure it receives an adequate level of protection in accordance with data protection laws.

Your Data Protection Rights

Under data protection law, you have several important rights in relation to your personal data. These include:

Right of access: you can request confirmation of whether we process your personal data and ask for a copy of that data along with information about how we use it.

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

Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: you may ask us to restrict how we use your personal data in certain situations, such as while we consider a correction request or an objection.

Right to data portability: in some cases, you can ask us to provide your personal data in a structured, commonly used, machine-readable format, and to transfer it to another organisation where this is technically feasible.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling based on those interests. You also have an absolute right to object at any time to the processing of your personal data for direct marketing purposes.

Right to withdraw consent: where we rely on your consent to process your data, you can withdraw that consent at any time, without affecting the lawfulness of processing that took place before consent was withdrawn.

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

Security of Your Data

We take appropriate technical and organisational measures to keep your personal data secure and to protect it against accidental loss, unauthorised access, alteration or disclosure. These measures are proportionate to the nature of the data and the risks involved, and are reviewed regularly.

Complaints and Contact

If you have any questions about this Privacy Policy or how we handle your personal data at Waste Removal Tooting, or if you wish to exercise any of your rights, please contact us using your normal service contact channel or the contact information provided on our customer documentation.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we use your personal data. We would, however, appreciate the opportunity to address your concerns directly before you contact the authority, so please get in touch with us first if possible.

Changes 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 changes in the law. Any updated version will apply to all customers in our service area 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.