Privacy Policy - Rubbish Removal Pimlico

This Privacy Policy explains how Rubbish Removal Pimlico collects, uses, stores, shares, and protects personal data when providing rubbish removal and related services. It applies to all Rubbish Removal Pimlico customers in the area, including individuals, households, landlords, letting agents, businesses, and organisations that use our services or communicate with us in relation to a booking, enquiry, quote, or completed waste collection.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We take privacy seriously and aim to use personal information fairly, lawfully, and transparently.

1. Who We Are

Rubbish Removal Pimlico provides waste collection, rubbish clearance, and related service arrangements in the Pimlico area. For the purposes of data protection law, we act as the data controller for personal data collected and used in connection with our services. This means we determine why and how your personal data is processed.

2. Information We Collect

We collect only the information needed to provide and manage our services, respond to enquiries, and meet legal obligations. The types of personal data we may collect include:

Identity details such as your name, title, and business or organisation name where applicable.
Contact details such as telephone number, email address, and service address.
Service information including booking details, collection instructions, access notes, waste type information, and service history.
Billing and payment details where relevant, such as invoice records, payment confirmation, and transaction references.
Communication records including emails, messages, calls, complaints, and feedback.
Technical information limited to data that may be collected through ordinary use of our digital systems, such as device or browser information, where applicable.
Compliance information such as records needed to confirm waste transfer, lawful disposal, and regulatory obligations.

We do not intentionally collect special category data unless it is necessary and lawful to do so, and only in limited circumstances. If you provide sensitive information voluntarily, we will only use it where there is a lawful basis for doing so and appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver rubbish removal services.
To manage service arrangements, including access coordination and collection planning.
To process payments, issue invoices, and maintain financial records.
To communicate with you about service changes, queries, complaints, or follow-up matters.
To meet legal, tax, accounting, waste transfer, and regulatory requirements.
To improve our service quality, internal processes, and customer experience.
To prevent fraud, misuse, unlawful activity, or unsafe disposal of waste.

We do not sell your personal data. We use it only where necessary for legitimate service and compliance purposes.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we may rely on one or more of the following:

Contract – where processing is necessary to provide a quote, accept a booking, carry out a collection, or manage a customer account or service request.
Legal obligation – where we must keep records or process information to comply with tax, accounting, waste management, environmental, or other legal duties.
Legitimate interests – where processing is needed for business administration, service improvement, internal recordkeeping, fraud prevention, or handling customer communications, provided your rights do not override those interests.
Consent – where you have given clear permission for a specific purpose, such as certain optional communications. You may withdraw consent at any time where consent is the basis relied upon.

Where we process data on the basis of legitimate interests, we balance our interests against your privacy rights and only proceed where the impact on you is proportionate and reasonable.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act as either processors or independent controllers, depending on the service they provide. We only share the minimum data needed and require appropriate protection measures.

Processors

We may use the following categories of processors:

Payment processors to handle card or online payment transactions.
IT and hosting providers to store data, maintain systems, and support communications.
Administrative service providers that help with scheduling, invoicing, document management, or customer records.
Professional advisers such as accountants, insurers, auditors, or legal advisers, where necessary.
Waste management or disposal partners where required to complete lawful waste handling and documentation.

All processors are expected to process personal data only on our instructions, keep it secure, and comply with data protection requirements.

6. International Transfers

Where any service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections designed to preserve your rights and the security of your information.

7. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of record and the reason it is held.

As a general approach:

Booking and service records are retained for a period needed to manage the service and address any follow-up issues.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records are kept for as long as needed to resolve enquiries, complaints, or disputes.
Compliance records may be retained for longer periods where waste, environmental, or legal regulations require it.

When information is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling procedures.

While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the nature of the information we process.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be limited in some circumstances, but we will always consider your request carefully. Your rights include:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can request correction of inaccurate or incomplete information.
Right to erasure – you may ask us to delete your data in certain situations.
Right to restriction – you may ask us to limit how we use your data in certain circumstances.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you may request a copy of data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data protection rights have been breached. However, we encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Automated Decision-Making

We do not rely on automated decision-making that produces legal or similarly significant effects for customers. If this changes in the future, we will update this policy and ensure appropriate safeguards are in place.

11. Children’s Data

Our services are aimed at adults, property owners, occupiers, and business customers. We do not knowingly collect personal data from children unless it is incidentally included in communication or service records and only where necessary for legitimate service purposes. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it unless there is a lawful reason to retain it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any updated version will replace the previous one from the date it is issued. We recommend reviewing this policy periodically so you remain informed about how we handle personal data.

13. Summary of Our Commitments

In summary, Rubbish Removal Pimlico only processes personal data where it is necessary, lawful, and proportionate. We collect the minimum information required to arrange and complete rubbish removal services, protect it with suitable safeguards, and retain it only for as long as needed. We use processors carefully, apply lawful bases under UK GDPR, and respect your rights over your personal information.

By using the services of Rubbish Removal Pimlico in the area, you acknowledge that this Privacy Policy applies to you.