Waste Collection Fulham Privacy Policy

This Privacy Policy explains how Waste Collection Fulham collects, uses, stores and protects personal data relating to our customers and prospective customers within the Fulham area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act, and how you can exercise those rights.

This Privacy Policy applies to all Waste Collection Fulham customers and service users in our operating area, including those who contact us by phone, email, website contact forms, or in person to arrange or enquire about waste collection, recycling and related services.

Who We Are And Contact Details

Waste Collection Fulham is the organisation responsible for determining how and why your personal data is processed. For the purposes of data protection law, we are the data controller for the personal data described in this Privacy Policy.

If you have any questions about this Privacy Policy or about how your personal data is handled, you can contact us using the contact details provided on our main customer correspondence and invoices. Please state that your enquiry relates to data protection or the Privacy Policy so that it can be directed promptly to the appropriate person.

Personal Data We Collect

We may collect and process the following categories of personal data when you use our services or interact with us:

Identification and contact details, such as your name, address, telephone number, mobile number and email address.

Service and contract information, such as details of the waste collection services you request or receive, service frequency, types of waste, access instructions for collections and any special service notes you provide.

Billing and payment information, such as billing address, payment status, payment method details limited to what is necessary to process payments, and records of invoices and receipts. We do not store full card details when card payments are processed through a third-party payment provider.

Communication records, such as emails, messages, written correspondence and notes of telephone conversations between you and Waste Collection Fulham relating to your service, customer support or complaints.

Website and usage data, such as technical information provided by your browser, basic analytics on how you navigate our site, and information you submit through website forms. This can include your IP address, the time and date of visits, and the form fields you choose to complete.

Operational information, such as records of collections, photographic evidence of completed services where required for service verification, and driver or crew notes concerning access and safety at your premises.

Lawful Basis For Processing Your Data

We only process personal data where we have a valid legal basis under data protection law. Depending on the specific activity, we rely on one or more of the following lawful bases:

Contract. We process personal data where it is necessary to enter into or perform a contract for waste collection or related services with you. This includes setting up your account, scheduling collections, issuing invoices and managing ongoing services.

Legal obligation. We process personal data where required to comply with legal and regulatory obligations. This may include record keeping for tax and accounting, and compliance with waste management and environmental regulations.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights and freedoms. Examples include managing and improving our services, handling customer enquiries, ensuring site and crew safety, preventing fraud and pursuing or defending legal claims.

Consent. In some cases, we may rely on your consent, for example for certain types of direct marketing communications that are not based on our existing customer relationship. When we rely on consent, you have the right to withdraw it at any time by contacting us or using the unsubscribe options provided.

How We Use Your Personal Data

We use the personal data described above for the following purposes:

To provide and manage waste collection and related services you request, including setting up your customer record, arranging visits and collections, and communicating service information.

To issue quotes, estimates, invoices and receipts, and to process payments and manage any outstanding balances or refunds.

To respond to your enquiries, feedback and complaints, and to provide customer support.

To manage our operations, including route planning, crew instructions, service verification and health and safety measures.

To improve and develop our services, processes and customer experience, including monitoring service performance and analysing anonymised or aggregated information.

To send you service-related communications, such as changes to collection schedules, terms and conditions, or this Privacy Policy, and, where permitted, relevant marketing about our services.

To comply with legal and regulatory requirements, including record keeping, auditing and responding to requests from law enforcement or regulatory bodies, where we are legally required to do so.

Data Sharing And Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and in accordance with data protection law.

Service providers acting as data processors may handle personal data on our behalf. These can include providers of IT systems, website hosting, customer management systems, payment processing, accounting services and secure document storage. These processors are only permitted to process your personal data in accordance with our written instructions and must implement appropriate security measures.

Professional advisers, such as accountants, auditors, legal advisers and consultants, may access relevant personal data where reasonably necessary for the provision of their professional services to us and subject to confidentiality obligations.

Public authorities and regulators, including law enforcement, courts and regulatory bodies, may receive personal data where we are legally obliged to disclose it or where disclosure is necessary to protect our rights or the rights of others.

If we are involved in a business restructuring, transfer or similar transaction, personal data may be shared with parties involved in that process, subject to appropriate safeguards.

International Transfers

If we use service providers that store or process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as using countries formally recognised as providing an adequate level of protection, or implementing standard contractual clauses or equivalent measures approved for international data transfers.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting and reporting requirements.

Customer and service records are generally kept for the duration of your relationship with Waste Collection Fulham and for a period afterwards as required to resolve disputes, respond to queries, demonstrate compliance with our obligations and maintain accurate financial and tax records.

Billing and financial records are usually kept for a period required by tax and accounting law after the end of the relevant financial year. Communication records may be retained for a reasonable period to handle any follow-up issues, complaints or queries.

When personal data is no longer required, it will be securely deleted, anonymised or archived in a way that ensures access is strictly limited and the data is no longer actively used.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures include access controls so that only authorised personnel can access personal data where necessary for their role, secure storage and back-up arrangements, staff awareness and training on data protection responsibilities, and the use of secure methods for transmitting and storing data where reasonable and appropriate.

Your Data Protection Rights

Under data protection law, you have several rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exceptions.

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is used.

Right to rectification. You can request that inaccurate or incomplete personal data is corrected or updated.

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

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

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or the processing is needed for legal claims. You always have the right to object to direct marketing.

Right to data portability. In some circumstances, you can request that personal data you have provided to us is transferred to you or another organisation in a structured, commonly used and machine-readable format.

If you wish to exercise any of these rights, please contact us using our published contact details. We may need to verify your identity before responding to your request.

Complaints

If you are concerned about how Waste Collection Fulham handles your personal data, please contact us in the first instance so we can try to resolve your concerns directly.

You also have the right to lodge a complaint with the UK data protection supervisory authority. Details of how to do this are publicly available from that authority.

Changes 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. Any updated version will be made available through our usual customer communication channels and will include the date from which it takes effect.

Your continued use of Waste Collection Fulham services after any changes have been communicated will be taken as your acknowledgement of the updated Privacy Policy.