Waste Disposal Kingston upon Thames Privacy Policy

This Privacy Policy explains how Waste Disposal Kingston upon Thames collects, uses, stores and protects personal data about its customers in the Kingston upon Thames area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Waste Disposal Kingston upon Thames customers and prospective customers within our service area.

Data Controller

Waste Disposal Kingston upon Thames is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is used and are responsible for ensuring it is processed in accordance with applicable data protection laws.

Personal Data We Collect

We only collect personal data that is necessary to provide our waste disposal and related services, manage our business, and meet legal obligations. The types of personal data we may collect include:

Contact and identification details such as your name, address, postcode, telephone number and email address.

Service and contract details such as service address, type of waste disposal services required, collection schedules, access instructions, property type, and any additional service preferences you provide.

Billing and payment information such as billing address, details of services purchased, payment status and transaction history. We do not store full card details when payments are processed through secure third-party payment processors.

Communication records such as enquiries, complaints, feedback and other correspondence by phone, email, contact forms or other communication channels.

Technical and usage information relating to your use of our website and online booking tools, such as IP address, browser type, device identifiers, approximate location data and pages visited, collected through standard logging and similar technologies.

Operational information required to deliver services safely and efficiently, such as information about access restrictions, specific collection notes or hazards you notify us about at your premises.

Lawful Basis for Processing

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

Performance of a contract: We process your data where it is necessary to enter into and perform a contract with you, including responding to your enquiries, arranging quotes, providing waste disposal services, managing collections, and handling billing and payments.

Legal obligation: We process your data where necessary to comply with our legal and regulatory obligations, such as record keeping, tax and accounting requirements, health and safety laws, and obligations relating to the transport and disposal of waste.

Legitimate interests: We process your data based on our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer service and complaints, preventing fraud, ensuring site and system security, and maintaining business records.

Consent: In some limited situations we may rely on your consent, for example for optional marketing communications. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

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

To provide and manage waste disposal and related services, including accepting bookings, planning collections, carrying out on-site services, managing customer accounts and issuing invoices.

To communicate with you about your enquiries, bookings, service changes, safety information, service interruptions and updates relevant to your account.

To manage payments, billing, credit control and refund processes, and to keep accurate financial records.

To improve and develop our services, systems and customer experience, including monitoring usage of our website and services, and analysing service performance.

To handle and resolve complaints, disputes and claims, and to enforce our terms and conditions.

To meet legal, regulatory and industry obligations, including health and safety, waste management regulations, and accounting requirements.

To protect our business, customers and staff, including fraud prevention, security monitoring and incident investigation.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as data processors on our behalf or, in some cases, as independent data controllers.

We may use external service providers who act as data processors to support our operations, including waste transport and disposal subcontractors, IT and hosting providers, website and booking system providers, payment processing providers, accountants and professional advisers, and customer service and administration support services.

Where we engage processors, they are only permitted to process your personal data in accordance with our instructions, for the agreed purposes, and must implement appropriate technical and organisational measures to protect your data.

We may also share data with public authorities, regulators, law enforcement bodies, or other third parties where required by law, to exercise or defend legal claims, or to protect the rights, property or safety of our business, our staff, our customers or others.

We do not sell your personal data to third parties.

Data Retention

We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including to provide services to you, meet legal and regulatory requirements, resolve disputes and enforce our agreements.

In general, customer and service records are retained for a period that reflects applicable limitation periods for legal claims and statutory retention requirements, particularly in relation to tax, accounting and waste management regulations. After the relevant retention period expires, personal data is securely deleted or anonymised so that it can no longer be associated with you.

The specific retention period may vary depending on the nature of the data and our legal and operational needs. If you request deletion of your data, we will review what we can delete and what we must retain to comply with our obligations.

International Transfers

Our primary operations and data storage are located within the United Kingdom. If we ever need to transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data, such as adequacy regulations, standard contractual clauses or equivalent legal mechanisms, in accordance with applicable data protection law.

Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage, confidentiality obligations for staff and contractors, and regular review of our procedures and systems.

While we take all reasonable steps to safeguard your data, no system can be completely secure. You are responsible for keeping any account details and passwords confidential and for notifying us promptly if you suspect any unauthorised use of your personal information.

Your Data Protection Rights

As a customer of Waste Disposal Kingston upon Thames in the Kingston upon Thames area, you have a number of rights in relation to your personal data under data protection law. These include:

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with information about how we use it.

Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

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 or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction: You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data or assessing an objection you have raised.

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 any profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.

Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or the way we process personal data. Any changes will be effective from the date of publication of the updated policy. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.