Waste Removal Waterloo Privacy Policy

This Privacy Policy explains how Waste Removal Waterloo collects, uses, stores and protects personal data relating to our customers. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all Waste Removal Waterloo customers in our service area who use our waste collection, removal, recycling or related services, whether you contact us online, by telephone or in person.

Who We Are and Scope of This Policy

Waste Removal Waterloo is a waste collection and disposal service provider operating in the Waterloo area. For the purposes of data protection law, we act as the data controller for the personal data we collect about our customers and prospective customers. This Privacy Policy covers all personal data processed in connection with enquiries, quotations, bookings, service delivery and follow-up communications relating to our waste removal services in the area we serve.

Types of Personal Data We Collect

We collect only the personal data that we need to provide and manage our services. Depending on your interactions with us, we may collect and process the following categories of data:

Identification and contact details, such as your name, address, email address, telephone numbers and preferred contact method.

Service and booking information, including details about the waste collection or removal you request, property access instructions, preferred dates and times, special requirements and records of services provided at your premises.

Billing and payment information, including invoicing details, billing address and payment status. Where payments are taken by card or online, we use payment processors and do not store full card details ourselves beyond what is necessary for transaction confirmation and legal compliance.

Communication records, including emails, telephone call notes, text messages, and any feedback, complaints or enquiries you send to us in relation to our services.

Technical and usage information, such as basic information about how you contacted us online, including device and browser details and basic usage statistics, where this is necessary for security, troubleshooting and service improvement.

Lawful Bases for Processing Your Data

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

Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide you with a quotation, arrange a collection, deliver our waste removal services and manage billing and payments.

Legal obligation: We process certain information to comply with legal obligations, such as record-keeping, tax requirements and obligations related to waste transfer and environmental regulations.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your data protection rights. These interests include managing our business operations, improving our services, preventing fraud, ensuring site and system security and handling customer service enquiries.

Consent: In limited situations, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the contact details provided in this Privacy Policy.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotations for waste removal services in the Waterloo area.

To create and manage bookings, plan routes, and deliver waste removal and related services at the agreed locations and times.

To issue invoices, process payments, manage accounts and maintain records necessary for financial and legal compliance.

To communicate with you regarding your bookings, service updates, changes to our terms, or important information about your use of our services.

To handle and resolve complaints, queries and customer service issues.

To maintain security, prevent fraud, and protect our rights, property and safety, as well as those of our customers and third parties.

To analyse and improve our operations, services, and customer experience, using aggregated or anonymised data where reasonably possible.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties only where necessary and in accordance with data protection law. These third parties act as data processors or, in some cases, as separate controllers.

Service providers and contractors: We may engage third-party service providers to assist us with payment processing, accounting, routing and scheduling systems, customer relationship management tools, secure data hosting, email and communication services, and vehicle or logistics management. These providers act as data processors and process your personal data only in accordance with our instructions and for the purposes set out in this Privacy Policy.

Professional advisers and authorities: We may share personal data with our professional advisers, such as accountants, auditors or legal advisers, where this is necessary for legitimate business purposes and legal compliance. We may also disclose personal data to regulatory bodies, law enforcement or other public authorities if we are legally required to do so or if disclosure is necessary to protect our rights or the rights of others.

Business transfers: In the event that our business is subject to a reorganisation, merger or transfer, personal data may be shared with potential or actual purchasers and their advisers, but only to the extent necessary and subject to appropriate confidentiality protections.

Data Retention Periods

We retain 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.

Customer and booking records: We generally keep details of services provided and associated contact and billing information for a period that reflects applicable limitation periods for legal claims and statutory record-keeping obligations. This is typically up to six years after the end of our relationship with you, unless a longer period is required by law.

Enquiry records: Basic contact details and enquiry correspondence that do not lead to an ongoing customer relationship may be kept for a shorter period, reflecting our need to manage follow-up and maintain accurate records of communications.

Marketing data: Where you have consented to receive marketing communications, we will retain your contact details until you withdraw your consent or object to further communications, or until we determine that the data is no longer accurate or necessary.

When personal data is no longer required, we will securely delete or anonymise it in accordance with our data retention procedures.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. This may include reliance on adequacy regulations, standard contractual clauses or equivalent legal mechanisms designed to ensure that your rights are protected.

Your Data Protection Rights

As a customer of Waste Removal Waterloo in our service area, you have a number of rights in relation to your personal data under data protection law. Subject to certain conditions and exemptions, these include the right to:

Access: Request confirmation of whether we hold personal data about you, and request a copy of that personal data.

Rectification: Ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Erasure: Request the deletion of your personal data where there is no lawful basis for us to continue processing it, sometimes referred to as the right to be forgotten.

Restriction: Ask us to restrict the processing of your personal data in certain circumstances, for example while we verify accuracy or consider an objection.

Objection: Object to our processing of your personal data where we rely on legitimate interests as our lawful basis, or object to receiving direct marketing at any time.

Portability: Request that we provide certain personal data to you or to another controller in a structured, commonly used and machine-readable format, where the processing is based on consent or contract and is carried out by automated means.

Withdraw consent: Where we rely on your consent for a particular processing activity, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on your consent before it was withdrawn.

Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration or destruction. These measures include access controls, staff training, secure storage, and the use of reputable data processors who implement appropriate security standards. While we strive to protect your personal data, no system can be completely secure, and you should take care when transmitting information to us.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. Any updated version will apply to all customers in our service area from the date it is issued. We encourage you to review this Privacy Policy periodically so that you remain informed about how we use and protect your personal data.

Contacting Us About Privacy

If you have any questions about this Privacy Policy, how we process your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided through our usual customer communication channels. We will respond to your request as soon as reasonably possible and in line with our obligations under applicable data protection law.