Privacy Policy for Rubbish Removal Richmond upon Thames Customers

This Privacy Policy explains how Rubbish Removal Richmond upon Thames collects, uses, stores and protects personal data relating to our customers and prospective customers in the Richmond upon Thames area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Rubbish Removal Richmond upon Thames customers and enquirers located in the Richmond upon Thames area who contact us, request a quotation, book a service, or otherwise interact with us in relation to our rubbish removal services.

Data Controller Details

The data controller responsible for your personal data is Rubbish Removal Richmond upon Thames. When this Privacy Policy refers to we, us or our, it refers to Rubbish Removal Richmond upon Thames as the organisation determining how and why your data is processed.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you interact with us, request information, or use our services in the Richmond upon Thames area:

Identification and contact details: name, address, property access details, email address, telephone numbers, and any preferred methods of contact.

Service and booking information: details about your rubbish removal request, type and quantity of waste, service address, access instructions, preferred dates and times, and records of services provided to you.

Billing and payment information: billing address, payment method details as needed to process payments, records of payments made, and related correspondence such as invoices and receipts. Card details may be processed securely by our payment processors on our behalf.

Communication records: copies of emails, messages, and notes of telephone calls and enquiries, including complaints, feedback, and any other correspondence between you and us.

Technical and usage data: limited technical information that may be collected when you visit our website or interact with our online forms, such as IP address, device information, and basic usage data, where this is necessary for site operation, security, and analytics.

How We Collect Your Data

We collect personal data directly from you when you contact us by telephone, email, online form, messaging service, or in person, or when you provide details in order to obtain a quotation or book a rubbish removal service.

We may also receive data about you from third parties where this is necessary to provide our services, for example from property managers, landlords, or commercial partners who request services on your behalf. In such cases we take reasonable steps to ensure that you are informed that your data has been shared with us.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under UK data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: to take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotations, confirm bookings, carry out rubbish removal services, and process your payments.

Legal obligation: to comply with legal and regulatory requirements, including accounting, taxation, and waste management regulations, as well as obligations relating to health and safety and record keeping.

Legitimate interests: to pursue our legitimate business interests, provided that these are not overridden by your rights and freedoms. This includes managing our operations, improving our services, handling customer queries and complaints, ensuring security, and maintaining appropriate business records.

Consent: where required by law for specific activities, for example certain forms of direct electronic marketing. Where we rely on consent, you have the right to withdraw it at any time.

Purposes for Which We Use Your Data

We use your personal data for the following purposes in connection with our rubbish removal services in Richmond upon Thames:

To respond to enquiries, provide quotations, and advise you about our services.

To accept and manage bookings, schedule and carry out rubbish removal at the agreed address, and communicate with you about your service.

To issue invoices, process payments, and manage any refunds or disputes.

To maintain internal records of services provided, including for financial, tax, and regulatory purposes.

To improve our services, quality, safety, and customer experience, for example by reviewing feedback and complaints.

To send you service-related communications and, where permitted, limited marketing communications about similar services. You can opt out of marketing at any time.

To protect our business, our staff, and our customers, including fraud prevention and security measures.

Data Sharing and Processors

We do not sell your personal data. We may share your data with third parties where this is necessary for the purposes described in this Privacy Policy, or where we are required to do so by law.

We may share data with the following categories of recipients acting as data processors on our behalf:

Payment service providers that process your payments securely.

IT service providers that host or support our systems, email services, or customer databases.

Customer communication and administration service providers that assist us in managing bookings and communications.

Professional advisers such as accountants and legal advisers where necessary for business management, compliance, or the establishment, exercise, or defence of legal claims.

We may also share data with waste transfer stations, recycling facilities, or regulatory authorities where required to comply with waste management, environmental, or legal obligations. In all cases, we ensure that any third party is given only the minimum personal data necessary for the specific purpose and is subject to appropriate confidentiality and data protection obligations.

International Transfers

Where any of our service providers or their systems are located outside the UK, we take steps to ensure that your data receives an equivalent level of protection. This may include the use of adequacy regulations, standard contractual clauses, or other measures approved 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 for the purposes of satisfying legal, accounting, or reporting requirements.

In general, we retain customer records and service information for a period that allows us to meet tax and regulatory obligations and to deal with any queries or potential claims. After the relevant retention period expires, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include access controls, secure storage, and procedures designed to ensure confidentiality, integrity, and availability of data. While we take reasonable care to protect your data, no system can be guaranteed to be completely secure.

Your Data Protection Rights

Under UK data protection law, you have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: you can request confirmation that we process your data and obtain a copy of your personal data held by us.

Right to rectification: you can ask us to correct or update inaccurate or incomplete personal data.

Right to erasure: you can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purpose for which it was collected and we have no legal obligation to retain it.

Right to restriction: you can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to data portability: you can request that we provide your personal data in a structured, commonly used, and machine-readable format, and have it transmitted to another controller where technically feasible and lawful.

Right to object: you can object to our processing where we rely on legitimate interests, including profiling based on those interests, or where we process your data for direct marketing.

Rights in relation to automated decision making: you have rights where decisions are made about you solely by automated means with legal or similarly significant effects. We do not routinely carry out such automated decision making in relation to our rubbish removal services.

Exercising Your Rights and Contacting Us

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the details provided on our customer communications or invoices. When you make a request, we may need to confirm your identity to ensure your data is protected.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we handle your data. We encourage you to contact us first so we can try to resolve any concerns directly.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The updated version will apply from the date it is published. You should review this Privacy Policy periodically to stay informed about how we protect your personal data as a customer of Rubbish Removal Richmond upon Thames.