Rubbish Collection Surrey Privacy Policy

This Privacy Policy explains how Rubbish Collection Surrey collects, uses, stores, and shares personal data relating to our customers and prospective customers. It applies to all individuals and businesses using our rubbish and waste collection services within the Surrey area. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services or communicating with us, you acknowledge that you have read and understood this Privacy Policy.

Who We Are

Rubbish Collection Surrey is a rubbish and waste collection service operating throughout Surrey. For the purposes of data protection law, we act as the data controller in relation to personal data processed in connection with our services. This means we decide how and why your personal data is used.

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the details provided on our main website or service documentation.

What Personal Data We Collect

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

Identity data such as name, title, and contact person details for business accounts.

Contact data such as billing address, service address, email address, and telephone numbers.

Service data such as details of the rubbish collection services you request, including dates and times of collections, type and volume of waste, special instructions, and records of previous services.

Account and payment data such as invoices, payment history, and limited payment details required for processing transactions. If card payments are taken, we use secure payment processors and do not store full card numbers or security codes.

Communication data such as emails, phone call notes, online enquiry forms, and messages you send to us, including any feedback or complaints.

Technical and usage data such as your IP address, browser type, and basic usage information if you visit our website, to help us administer and improve our online services.

How We Collect Personal Data

We collect personal data in several ways, including:

When you contact us by phone, email, form, or in person to request a quote, make a booking, or ask a question.

When you enter into a service agreement with us for rubbish collection or related services.

When you pay for services or request an invoice or receipt.

When you respond to any surveys, provide feedback, or take part in promotions we may run from time to time.

When you visit our website or use our online tools.

Lawful Basis for Processing Personal Data

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

Contract: We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging and providing rubbish collection services, managing your account, and handling payments.

Legal obligation: We process certain information to comply with legal and regulatory requirements, such as maintaining appropriate financial and tax records, and fulfilling any waste management regulations that apply to our operations.

Legitimate interests: We process personal data for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes managing and improving our services, responding to enquiries, preventing fraud, and maintaining accurate records.

Consent: In limited situations, we may rely on your consent, for example, if we wish to send you certain types of direct marketing communications that go beyond our usual service relationship. You can withdraw your consent at any time.

How We Use Your Personal Data

We use personal data for the following purposes:

To provide rubbish collection and related services you have requested, including bookings, collections, and follow-up visits.

To create and manage your customer account, process payments, and issue invoices or receipts.

To communicate with you about your bookings, service updates, rescheduling, cancellations, and any issues that arise.

To respond to enquiries, complaints, and requests for information.

To maintain accurate records of the services we provide and our interactions with you.

To improve our services, plan our routes, manage our staff and vehicles, and ensure efficient operations.

To comply with legal, regulatory, and financial reporting obligations.

To send you information about our services that may be relevant to you, where this is permitted by law and in line with your communication preferences.

Data Sharing and Processors

We only share personal data when it is necessary and lawful to do so. We may share your information with:

Service providers and processors who act on our instructions and help us run our business. These may include payment processors, accounting and invoicing systems, IT support providers, secure data storage and backup providers, and customer communication platforms.

Professional advisers such as accountants, lawyers, and insurance providers where needed for business and legal purposes.

Public authorities, regulators, or law enforcement agencies where we are required to do so by law or to protect our rights, property, staff, or customers.

We require all processors to handle your personal data securely, only in accordance with our instructions, and in compliance with data protection law. They are not allowed to use your personal data for their own purposes.

International Transfers

Our operations are primarily based in the United Kingdom. If any of our service providers transfer or store personal data outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure an adequate level of protection for your personal data. This may include using standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes set out in this Privacy Policy, and to meet any legal, regulatory, tax, or accounting requirements.

In general, we retain customer records, service information, and financial data for a period that aligns with statutory limitation periods and accounting rules. After this time, we will securely delete or anonymise your data so that it can no longer be linked to you.

The exact retention period can vary depending on the type of data, the nature of our relationship with you, and our legal obligations. If you have specific questions about how long we keep particular information, you can contact us using our usual contact details.

How We Protect Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures include restricted access to systems, staff training, secure storage, and regular reviews of our data protection practices.

While we work hard to protect your information, no method of transmission or storage is completely secure. However, we strive to apply industry-appropriate safeguards to reduce the risk of incidents.

Your Data Protection Rights

If you are a customer or individual in Surrey whose personal data we process, you have a number of rights under data protection law. These rights include:

The right to be informed about how we collect and use your personal data, which is the purpose of this Privacy Policy.

The right of access to obtain a copy of the personal data we hold about you, subject to certain exemptions.

The right to rectification of inaccurate or incomplete personal data.

The right to erasure, also known as the right to be forgotten, in certain circumstances where there is no good reason for us to continue processing your data.

The right to restrict processing in certain situations, for example if you contest the accuracy of the data or object to our use of it.

The right to data portability, allowing you to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, in certain circumstances.

The right to object to processing where we rely on legitimate interests or where we process your data for direct marketing.

The right not to be subject to a decision based solely on automated processing, including profiling, where that decision has legal or similarly significant effects on you. We do not typically carry out such automated decisions in the course of our rubbish collection services.

You can exercise these rights by contacting us using our standard contact channels. We may need to verify your identity before responding to any request. We aim to respond within the time limits set by data protection law.

Marketing Preferences

We may send you information about our services if you are an existing customer or if you have asked for this information. You can ask us to stop sending you marketing messages at any time by following any unsubscribe instructions we provide or by contacting us directly. We will still send you service-related communications that are necessary for the performance of our contract with you.

Privacy Policy Scope and Updates

This Privacy Policy applies to all customers and prospective customers of Rubbish Collection Surrey in the Surrey area. It covers all personal data processed in connection with our rubbish and waste collection services and any related support and communication.

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any changes will take effect when we publish the updated version. You are encouraged to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contact and Complaints

If you have any questions, concerns, or requests about this Privacy Policy or how we process your personal data, please contact us using the details provided in our customer documentation or on our main website.

You also have the right to lodge a complaint with the UK data protection authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.