Waste Disposal Wembley Privacy Policy

This Privacy Policy explains how Waste Disposal Wembley collects, uses, stores and protects personal data relating to our customers and prospective customers. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Waste Disposal Wembley customers and service users within our operating area.

Who we are and scope of this policy

Waste Disposal Wembley provides waste collection, disposal and related services to domestic and business customers. In the course of delivering these services we act as a data controller for the personal data we collect and use about you.

This policy applies to personal data we process when you contact us, request a quote, enter into a contract, use our services, visit our website or otherwise interact with us in our service area.

Types of personal data we collect

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

Contact and identity information: such as your name, address, email address, telephone number and, where necessary, business contact details and job title.

Service and account information: such as details of the services you request or receive, site addresses where collections take place, service preferences, service history and any correspondence relating to your account.

Billing and payment information: such as invoicing name and address, payment method, partial card or account details as required for processing payments, payment history and records of transactions.

Communications and enquiries: including emails, messages, telephone call notes and any other communication you send to us when requesting information, making a complaint or providing feedback.

Technical and usage data: when you visit our website we may collect technical information such as IP address, browser type, browsing actions and patterns and information about how you use our website and online forms.

Operational data: where relevant to service delivery we may record access instructions, gate codes and contact details for site representatives, provided by you or your organisation.

How we collect your personal data

We collect personal data directly from you when you contact us by phone, email, online form or in person, when you request a quotation, place an order, enter into a contract or use our services. We may also receive personal data from:

Your employer or organisation if we provide services under a business contract.

Payment service providers who process your payments to us.

Publicly available sources, where we need to confirm or update your contact details for accurate billing and service delivery.

Lawful bases for processing your data

We only process your personal data when we have a lawful basis to do so. Depending on the specific activity, we rely on the following lawful bases:

Contract: we process your data where it is necessary to enter into or perform a contract with you, for example to provide waste collection services, manage your account, issue invoices and process payments.

Legal obligation: we process certain data to comply with legal and regulatory requirements, including waste transfer documentation, tax and accounting obligations and health and safety legislation.

Legitimate interests: we may process your data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing and improving our services, handling enquiries and complaints, preventing fraud and ensuring the security of our systems and operations.

Consent: in limited cases, such as certain forms of direct marketing, we may rely on your consent. Where we rely on consent you can withdraw it at any time by contacting us using the details in this policy.

How we use your personal data

We use your personal data for the following purposes:

To provide waste disposal and related services you request, including booking collections, managing routes and handling site access.

To create and manage your customer account, including maintaining accurate contact details and service information.

To issue quotations, invoices and statements, process payments and maintain financial records.

To communicate with you about your services, including service updates, changes to terms, renewal reminders and operational notifications.

To respond to enquiries, handle complaints and resolve disputes.

To comply with our legal and regulatory obligations relating to waste management, record keeping and taxation.

To monitor service performance, improve our operations and train our staff.

To protect our business, systems and customers, including detecting and preventing fraud or misuse of our services.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes described in this policy, including meeting any legal, accounting or reporting requirements.

Service and contract records: we generally retain customer and service records for up to seven years after the end of the contract or the last service date, to meet tax, accounting and contractual limitation periods.

Enquiries and correspondence: we usually retain general enquiries and related communications for up to three years, unless they form part of a complaint, dispute or legal claim which requires a longer retention period.

Legal and regulatory records: certain documents related to waste transfer, health and safety or other regulatory obligations may be kept for longer periods as required by law or guidance.

When data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

Data processors and sharing of information

We may share your personal data with selected third parties who act as data processors on our behalf. These processors are only allowed to process your data in accordance with our instructions and are required to implement appropriate security measures. Typical processors may include:

IT and software providers who host our systems, website and data storage solutions.

Payment processors and banking partners who handle customer payments and refunds.

External accountants or professional advisers who support our financial and regulatory obligations.

We may also share your personal data with other parties where we act as joint controllers or where we have a legal obligation or legitimate interest to do so, such as:

Regulatory authorities, government bodies or law enforcement where required by law or in relation to alleged illegal activity.

Waste treatment and transport partners where necessary to fulfil your service, ensuring they receive only the information needed for operational purposes.

Potential buyers or investors in the event of a business sale, merger or restructuring, in which case personal data will be shared under appropriate confidentiality safeguards.

We do not sell your personal data to third parties.

International transfers

Where we use service providers that process personal data outside the United Kingdom or European Economic Area, we ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or equivalent mechanisms recognised under data protection law.

Security of your personal 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, secure storage, staff training and regular review of our security practices.

Your data protection rights

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

Right of access: you can request a copy of the personal data we hold about you and information about how we process it.

Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data.

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 purpose for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction: you can ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: you can object to our processing of your personal data based on legitimate interests, including direct marketing. We will stop processing unless we have compelling legitimate grounds which override your interests or we need to continue processing for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a structured, commonly used and machine readable format or transfer it to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent, you can withdraw this at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your rights or have any questions about how we handle your personal data, you can contact us using the contact details provided on our main communications. When you make a request we may need to ask for additional information to confirm your identity and to ensure we are responding to the correct individual.

If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant supervisory authority for data protection in your jurisdiction.

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 significant changes will be communicated by updating the policy on our main customer information channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.