Waste Disposal Shepherds Bush Privacy Policy

This Privacy Policy explains how Waste Disposal Shepherds Bush collects, uses, stores, and protects personal data relating to our services. It applies to all Waste Disposal Shepherds Bush customers and service users in the Shepherds Bush area, including residential and commercial clients, as well as anyone who contacts us with an enquiry about our waste disposal services.

Who We Are

Waste Disposal Shepherds Bush provides waste collection, removal, and related services to customers in and around Shepherds Bush. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, Waste Disposal Shepherds Bush is the data controller for the personal data described in this Privacy Policy.

Personal Data We Collect

We only collect personal data that is relevant and necessary for the delivery and administration of our waste disposal services. The categories of personal data we may collect include:

Contact details, such as your full name, address, email address, telephone number, and any alternative contact information you provide.

Service details, such as information about your property type, access instructions, waste type and volume, special collection requirements, and preferred service dates and times.

Account and billing information, such as invoicing address, payment confirmations, partial payment details received from our payment providers, and records of amounts owed and paid. We do not store full card details if you pay by card.

Communication records, such as emails, messages, and notes from phone calls or in-person conversations, including enquiries, complaints, or feedback related to our services.

Technical information, such as basic device and browser information and general usage data relating to how you access our website or online booking services. This may include IP address and approximate location data for security and analytics purposes.

How We Collect Your Data

We collect personal data in several ways, including:

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

When you use our services and provide information necessary for us to attend your property, perform collections, and issue invoices or receipts.

When you interact with our website or online tools, where certain technical data may be collected automatically for security, functionality, and analytics.

From third parties where necessary, for example from payment processors that confirm a payment has been made, or from commercial partners that refer you to us for waste disposal services.

Lawful Basis for Processing

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

Contract. We process your data when it is necessary to enter into or perform a contract with you, including providing you with quotes, arranging collections, issuing invoices, and communicating about your bookings.

Legal obligation. We process certain data where we must do so to comply with legal obligations, such as record keeping, tax and accounting requirements, and obligations relating to waste management regulations.

Legitimate interests. We process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, handling complaints, and protecting our business from fraud or misuse.

Consent. Where required by law, we may rely on your consent, for example for certain types of optional marketing communications. You have the right to withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our waste disposal services, including processing bookings, attending your property, and carrying out collections.

To communicate with you about your enquiries, bookings, service changes, delays, cancellations, or follow-up services.

To issue invoices, take payments through third party providers, confirm payment status, and manage any outstanding balances.

To respond to complaints, resolve disputes, and provide customer support.

To manage our business operations, including record keeping, internal reporting, staff training, and quality assurance.

To comply with our legal and regulatory obligations, including waste management, health and safety, and tax obligations.

To improve our services, understand customer needs in the Shepherds Bush area, and refine our operational processes.

Data Sharing and Processors

We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy. These third parties act as data processors or independent controllers depending on the circumstances. Categories of third parties include:

Payment service providers that securely process your payments and provide us with payment confirmations.

IT and systems providers that host our databases, email services, and other software tools we use to run our business.

Professional advisers such as accountants or legal advisers, where this is necessary for business governance, financial management, or legal claims.

Regulators and public authorities, where we are required to provide information by law or to protect our rights or the rights of others.

Where we use data processors, we put in place appropriate written contracts to ensure that your data is processed securely and only in accordance with our instructions and applicable data protection laws.

International Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we ensure that appropriate safeguards are in place. These safeguards may include the use of standard contractual clauses or other approved mechanisms to ensure your data continues to be protected to the standards required under data protection law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting requirements. The retention period will vary depending on the type of data and the context in which it is processed.

In general, we keep customer records, including contact details, service information, and invoices, for a period required by tax and accounting laws, typically up to six years from the end of the relevant financial year. Communication records related to enquiries, complaints, or feedback are usually retained for as long as necessary to manage the issue and for a reasonable period afterwards in case of further queries or legal claims.

When we no longer need to retain your personal data, we will delete it or anonymise it so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include access controls, secure storage, staff training, and the use of reputable service providers that maintain strong security practices. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care when sharing personal information with us, especially by email or phone.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

The right of access. You can request a copy of the personal data we hold about you and information about how we process it.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data.

The right to erasure. In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

The right to restrict processing. You can ask us to limit the way we use your personal data in certain situations.

The right to data portability. You can ask us to provide you or a third party with your personal data in a structured, commonly used, and machine readable format in certain circumstances.

The right to object. You can object to certain types of processing, including processing based on our legitimate interests or for direct marketing.

The right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you use with Waste Disposal Shepherds Bush. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within the time limits required by law.

You also have the right to lodge a complaint with the UK data protection authority if you believe your data protection rights have been infringed. However, we encourage you to contact us first so that we can try to resolve any 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 how we process personal data. Any updated version will apply to all Waste Disposal Shepherds Bush customers in the area from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.