Waste Disposal Waterloo Privacy Policy

This Privacy Policy explains how Waste Disposal Waterloo collects, uses, stores and protects personal data about our customers in the Waterloo area. We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy applies to all Waste Disposal Waterloo customers located in our service area, including individuals, households, landlords, property managers and business clients who use our waste collection, disposal or related services.

Who we are and scope of this policy

Waste Disposal Waterloo is a waste management service provider operating in the Waterloo area. For the purposes of data protection law, we act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used and are responsible for ensuring that your data is processed lawfully and securely.

This Privacy Policy covers personal data collected through our website, by phone, email, in person, and through any other communication you have with us when you request, use or enquire about our services.

Personal data we collect

We collect only the personal data that we need to provide and manage our services. The categories of data we may collect include:

Contact and identity details such as your name, title, address, email address and telephone number.

Service and location details such as property type, access instructions, service preferences, details of waste collections or clearances carried out at your premises, and related notes about your service requirements.

Account and contract information such as records of quotes, bookings, contracts, invoices, payment history and customer reference numbers.

Payment information such as limited payment details required to process your transactions. Where we use third party payment processors, we may receive confirmation that payment has been made, while the full card details remain with the processor.

Communication records such as records of your enquiries, complaints, feedback, and any correspondence or telephone calls with our team, including emails and messages you send to us.

Technical information such as basic device and usage information when you visit our website, including pages visited, time of visit and similar usage data. We use this information to improve our website and understand how it is used. We do not seek to identify you from this information unless required for security or legal reasons.

How and why we use your personal data

We only use your personal data when we have a lawful basis to do so. The main purposes and legal bases are:

To provide our services to you. We use your contact, service and account details to set up and manage your bookings, collect and dispose of waste, issue invoices and communicate with you about your service. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage our relationship with you. This includes handling your enquiries, responding to complaints, sending important service updates and requesting feedback. The lawful basis is performance of a contract and our legitimate interest in maintaining good customer relationships.

To process payments and prevent fraud. We use necessary payment and account details to process payments and to help prevent fraud or misuse of our services. The lawful basis is performance of a contract and our legitimate interests in protecting our business.

To meet our legal and regulatory obligations. We may process and retain certain information to comply with tax, accounting, waste management, environmental and other legal requirements, or to respond to lawful requests from public authorities. The lawful basis is compliance with a legal obligation.

To improve our services and operations. We may use aggregated or de-identified service and technical data to analyse performance, improve our routes and services, train staff and enhance safety. Where personal data is used, the lawful basis is our legitimate interests in running and improving our business.

Marketing communications. We may send you information about similar services that we think may be of interest to you. We rely on legitimate interests for existing customers and consent where required by law for new or specific types of marketing. You can opt out of marketing at any time using the contact details in this policy.

Data retention and storage

We keep your personal data only for as long as it is reasonably necessary for the purposes set out in this Privacy Policy and to meet legal, accounting or reporting requirements.

In general, we retain customer account and service records for up to seven years after the end of our relationship with you, to comply with tax and accounting rules and to be able to answer questions about past services. Communication records are usually kept for shorter periods, unless they form part of our contractual or legal records. Technical data used for analytics is usually kept in an aggregated or anonymised form so that it does not directly identify you.

When data is no longer required, we securely delete or anonymise it. The specific retention period may vary depending on the nature of the data, the services provided and any legal obligations that apply.

Data processors and sharing your information

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only use your data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with data protection law.

Typical processors and recipients include:

Payment processing providers that handle card and electronic payments for the services you purchase from us.

IT and systems providers that supply and maintain our booking systems, customer databases, communication tools, email services and website hosting.

Operational partners that assist with collections, vehicle routing, equipment maintenance and similar service delivery functions, where they require limited access to customer data such as addresses and contact details.

Professional advisers such as accountants, insurers, legal advisers and auditors, where access to personal data is required for legitimate business or legal purposes.

Public authorities, regulators, law enforcement or courts where we are legally required to share data, or where sharing is necessary to protect our rights, your safety, or the safety of others.

We do not sell your personal data. If we are involved in a business sale, merger or restructuring, your data may be transferred to the new owner, who would then continue to use it only as permitted by law and in a manner consistent with this Privacy Policy.

International transfers

Where our processors or service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is adequately protected. This may include using countries that have been deemed to provide an adequate level of data protection, or entering into standard contractual clauses approved by the relevant data protection authorities.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Waste Disposal Waterloo customers in our service area, subject to any legal conditions and exceptions. Your rights include:

Right of access. You can request confirmation of whether we hold personal data about you and receive a copy of the data we hold, along with certain information about how we use it.

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

Right to erasure. In certain circumstances, you can request that we delete your personal data. This is not an absolute right and we may need to retain some data where required by law or where we have strong legitimate grounds.

Right to restriction. You can ask us to restrict the processing of your data in certain situations, for example while we are dealing with a complaint or verifying the accuracy of your data.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our legal basis, including for direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds.

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 that we transfer it directly to another service provider, where this is technically feasible.

Right to withdraw consent. Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.

To exercise any of these rights, or if you have any questions about how we handle your personal data, you can contact us using the contact details provided in your service documentation, on our website or on your invoices. We may need to verify your identity before responding to your request. We aim to respond within one month, or as required by law.

Security and changes to this policy

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, staff training and regular review of our procedures and systems.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. When we make significant changes, we will take reasonable steps to bring them to your attention. The latest version will always apply to our use of your personal data.