Waste Removal Kensington Privacy Policy

This Privacy Policy explains how Waste Removal Kensington collects, uses, stores and shares personal data when providing waste removal and related services. It applies to all Waste Removal Kensington customers and prospective customers located in the Kensington area, including individuals, households, landlords, businesses and organisations that engage with us by phone, email, online, or in person.

Who we are and scope of this policy

Waste Removal Kensington is a waste collection and disposal service operating in the Kensington area. For the purpose of data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we are the data controller for the personal data described in this Privacy Policy. This policy applies to all services we provide within the Kensington area and to all personal data we process about our customers and prospective customers in that area.

Personal data we collect

We may collect and process the following categories of personal data:

Identification and contact details such as name, title, address, telephone number, email address and preferred contact method.

Service and contract details such as service addresses, property type, service preferences, collection dates and times, waste volume and type, records of quotes, bookings, invoices, payments and correspondence about your service.

Payment and billing details such as payment method, billing address, limited payment card or bank information required to process payments, transaction records and information for accounting and tax purposes. We do not store full card details when using third party payment processors.

Communication records such as emails, phone call notes, text messages and enquiries submitted through online forms, including any information you voluntarily provide when you contact us.

Technical and usage data such as IP address, device information, browser type, dates and times of visits to our website and pages viewed, to the extent this data allows us to identify you or is associated with your customer record.

Operational data such as records of visits to your premises, vehicle tracking data linked to specific service jobs, and incident or complaint reports where these relate to you as a customer.

How we collect your data

We collect personal data directly from you when you request a quote, book a collection, contact us by phone or email, create an account, make a payment or otherwise communicate with us. We may also receive personal data from third parties where this is necessary to provide our services, such as landlords, letting agents, property managers or business partners who request services on your behalf. In some cases, limited personal data may be collected automatically through our website and communication systems.

Lawful bases for processing

We process personal data only when we have a lawful basis to do so under UK GDPR. Depending on the context, we rely on the following lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide waste removal services, manage bookings, issue invoices and handle payments.

Legal obligation: We process certain data to comply with legal and regulatory obligations, such as accounting, tax, record keeping, health and safety requirements and environmental regulations relating to waste transfer and disposal.

Legitimate interests: We process personal 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 and improving our services, handling customer enquiries, preventing fraud, ensuring site and vehicle security, and maintaining accurate business records.

Consent: In limited situations, we may rely on your consent, for example for certain types of marketing communications that are not covered by legitimate interests. Where we rely on consent, you may withdraw it at any time using the contact details in this policy.

How we use your personal data

We use personal data for the following purposes:

To provide and manage waste removal and related services, including booking collections, carrying out visits, managing access to properties, handling special instructions and disposing of waste in accordance with legal requirements.

To manage our relationship with you, including setting up and managing your account, responding to enquiries and complaints, sending service updates, issuing quotes and renewing ongoing arrangements.

To process payments and perform accounting functions, including issuing invoices, receipts and credit notes, and maintaining financial and tax records.

To ensure quality, safety and security, including managing routes and schedules, monitoring vehicle locations in connection with service delivery, investigating incidents or complaints and improving our operational processes.

To send you information about our services and offers that may be of interest to you, where we are permitted to do so by law or you have consented to receive such communications. You can object to or opt out of marketing at any time.

To comply with our legal, regulatory and contractual obligations, and to establish, exercise or defend legal claims.

Data sharing and processors

We do not sell your personal data. We may share personal data with third parties where this is necessary for the purposes described in this policy, including:

Service providers and data processors who act on our behalf, such as IT and software providers, website hosting and maintenance services, payment processors, customer relationship management platforms, communication service providers and drivers or subcontractors who carry out collections under our instruction. These parties are bound by contracts that require them to protect your data and use it only according to our instructions.

Professional advisers such as accountants, auditors, legal advisers and insurers where this is necessary for our legitimate business interests and to comply with legal obligations.

Regulators, law enforcement bodies, courts and government authorities where we are required to share data by law or where sharing is necessary to protect our rights or the rights of others.

In the event of a business sale, merger or restructuring, personal data may be transferred to the new owner or entity as part of the transaction, subject to continued protection of your rights under data protection law.

Data retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting and reporting requirements. The specific retention period will depend on the type of data and our legal obligations.

Customer and contract records, including service details, invoices and payment history, are generally kept for up to seven years after the end of the relevant financial year to comply with tax and accounting rules and to respond to any queries or disputes.

Communication records, quotes and enquiry details are usually retained for a period that allows us to manage our relationship with you and follow up on services, typically up to three years from the last contact unless a longer period is required for legal reasons.

Technical and usage data from our website and systems may be kept for shorter periods, where possible in an aggregated or anonymised form that no longer identifies you.

When personal data is no longer needed, we will securely delete or anonymise it in line with our data retention policies.

International transfers

Where we use data processors or services that store or access data from outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved standard contractual clauses, so that your personal data continues to receive protection equivalent to that provided in the UK.

Your data protection rights

Under UK data protection law, you have several rights in relation to your personal data, subject to certain conditions and exemptions:

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 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 request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction: You can ask us to restrict our use of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format or transfer it to another controller where this is technically feasible.

Right to object: You can object at any time to our processing of your personal data where we rely on legitimate interests, including for direct marketing. We will stop processing your data unless we have compelling legitimate grounds to continue or the processing is for legal claims. We will always respect your objection to direct marketing.

Right not to be subject to automated decision making: Waste Removal Kensington does not carry out solely automated decision making that produces legal or similarly significant effects on you.

Exercising your rights and contacting us

If you wish to exercise any of your rights, or if you have questions or concerns about how we handle personal data, you can contact us using our usual customer service contact details. When you make a request, we may need to verify your identity before responding. We aim to respond to all valid requests within one month, or within any extended period permitted by law where requests are complex or numerous.

You also have the right to lodge a complaint with the Information Commissioner s Office if you are unhappy with how we have handled your personal data. We encourage you to contact us first so that we can try to resolve your 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. The updated version will apply to all Waste Removal Kensington customers in the Kensington area from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.