Rubbish Collection Soho Privacy Policy

This Privacy Policy explains how Rubbish Collection Soho collects, uses, stores, and protects personal data relating to our customers in the Soho area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all individuals and businesses who use our rubbish collection and related services in the Soho area.

Who We Are And How To Contact Us

Rubbish Collection Soho is a rubbish and waste collection service operating in the Soho area. We act as the data controller for the personal information described in this Privacy Policy. This means we decide how and why your personal data is used when you interact with us as a customer, prospective customer, supplier, or contact.

If you have any questions about this Privacy Policy or about how we handle your data, you can contact us using the contact details provided on our main customer communications and invoices.

Scope Of This Privacy Policy

This Privacy Policy covers the collection and use of personal data for all Rubbish Collection Soho customers located in the Soho area, including individuals, landlords, tenants, and businesses that arrange collections with us. It applies whether you contact us by telephone, email, online forms, or in person, and whether you are entering into a new contract or you already have an ongoing service agreement with us.

Personal Data We Collect

We only collect personal data that is necessary for us to provide our services, manage our relationship with you, and comply with our legal obligations. The types of personal data we may collect include:

Identification and contact details such as your full name, business name, job title, telephone number, mobile number, email address, and postal address for the premises where collections will take place or for billing purposes.

Service and account information such as details of the services you request, the type and frequency of rubbish collections, access instructions for the property, records of communications with you, and information about complaints or queries.

Billing and payment information such as billing address, payment status, and information required to process payments and manage invoices. Card or bank details are handled securely and, where relevant, may be processed directly by our payment service providers.

Technical and usage information such as your communication preferences, and limited technical details associated with our electronic communications where necessary for security, record keeping, or legal compliance.

How We Collect Your Data

We collect personal data in several ways, including:

Directly from you when you contact us by phone, email, or through any online forms to request a quote, arrange a collection, or ask a question about our services.

During the performance of a contract when we provide services at your premises, adjust service schedules, or respond to your instructions or feedback.

From third parties where lawful and appropriate, for example referral partners, letting agents, managing agents, or other parties authorised by you to deal with us on your behalf.

Lawful Bases For Processing Your Data

We process your personal data only where we have a lawful basis to do so under UK data protection law. These lawful bases are:

Contract: We process your personal data when it is necessary to enter into or perform a contract with you or the organisation you represent. This includes arranging collections, managing bookings, issuing invoices, and providing customer support.

Legal obligation: We process data where we are required to do so to comply with legal and regulatory obligations, such as accounting, tax, and waste management regulations, and to maintain appropriate records.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests or those of a third party, and where your rights and freedoms are not overridden. Examples include managing our operations, improving services, preventing fraud, handling complaints, and maintaining security.

Consent: Where required, we may rely on your consent, for example for certain types of direct marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using our usual contact details or following any unsubscribe instructions we provide.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our rubbish collection services in the Soho area, including setting up and managing bookings, adjusting collection schedules, and responding to requests and queries.

To issue quotes, invoices, and payment reminders, and to manage any payments owed to us or refunds due to you.

To keep internal records of services provided, to optimise our collection routes, and to support the efficient and safe running of our operations.

To communicate with you about your existing services, any changes to our terms or policies, service disruptions, and important updates affecting your collections.

To comply with applicable laws, regulations, and guidance, and to respond to lawful requests from regulatory or public authorities.

To handle complaints, resolve disputes, and enforce our legal rights.

Data Sharing And Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, or who act as separate controllers where appropriate. These may include:

IT and communications providers who host our systems, provide email, telephony, and data storage services, and maintain our software and hardware.

Payment service providers who process card payments, direct debits, and other transactions and who may store limited personal data required for billing and fraud prevention.

Professional advisers such as accountants, legal advisers, and consultants who help us meet our legal and business obligations.

Waste processing or recycling partners where operationally necessary to complete the disposal and processing of rubbish collected from your premises.

Public authorities and law enforcement agencies, where we are legally required to provide information or where this is necessary to protect our rights, property, or the safety of others.

When we use processors, we ensure there is a written contract in place requiring them to keep your data secure, to act only on our instructions, and not to use your data for their own purposes.

International Transfers

Our core operations are based in the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as the use of approved standard contractual clauses or other legally recognised mechanisms to protect your data.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, and reporting obligations. In determining our retention periods, we consider the type of data, the risk of harm from unauthorised use or disclosure, the purposes for which we process it, and the applicable legal requirements.

Customer and service records, including contact details and information about collections, are typically retained for up to seven years after the end of our relationship with you, to comply with tax and accounting rules, to handle any potential disputes, and to maintain accurate business records.

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

Your Data Protection Rights

Under the UK GDPR and related laws, you have several rights in relation to your personal data, subject to certain conditions and exemptions. These include:

Right of access: You can request a copy of the personal data we hold about you, together with information about how we use it.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain 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.

Right to restrict processing: You can ask us to limit how we use your data in certain situations, such as when you contest its accuracy.

Right to data portability: You can ask us to provide certain personal data to you or to another organisation in a structured, commonly used, and machine readable format, where the processing is based on contract or consent and carried out by automated means.

Right to object: You can object to our processing of your personal data where our lawful basis is legitimate interests or where we are using your data for direct marketing purposes.

Rights related to automated decision making: You have rights concerning decisions based solely on automated processing, including profiling, if these have legal or similarly significant effects on you. We do not typically make such decisions in relation to our rubbish collection services.

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

Security Of 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, secure storage, staff training, and regular review of our information security practices. While we take reasonable steps to safeguard your information, no system can be completely secure, and you should take care when providing information to us electronically.

Updates 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. The latest version will always apply to all Rubbish Collection Soho customers in the Soho area. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your information.