Waste Collection Mayfair Privacy Policy

This Privacy Policy explains how Waste Collection Mayfair collects, uses, stores and protects personal data relating to our services. It applies to all Waste Collection Mayfair customers in our Mayfair service area, including residential, commercial and institutional clients. We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws.

Who We Are and Scope of This Policy

Waste Collection Mayfair provides waste and rubbish collection, recycling and related services to customers in the Mayfair area. For the purposes of data protection law, we act as a data controller in relation to the personal data described in this Privacy Policy. This Policy applies whenever you interact with us as a customer or potential customer in our service area, including by phone, email, website contact forms, or in person.

Types of Personal Data We Collect

We collect and process different categories of personal data as necessary to deliver and manage our services. The types of data we may collect include:

Identification and contact details, such as your name, business name, service address, billing address, email address and telephone numbers.

Service information, such as the type of waste collection service you request, the size and frequency of collections, access instructions, property details relevant to service delivery, and service history.

Billing and payment details, such as invoice information, payment method, account references, and records of payments made and outstanding balances. We do not store full card details if payments are processed via external secure payment providers.

Communication records, such as emails, letters, call notes, messages submitted through contact forms, and any complaints or enquiries you make to us.

Technical and usage data, such as basic technical information collected when you visit our website, including device type, browser type, and general usage information necessary for website functionality and security. We only collect this data to the extent it is necessary and lawful.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, set up a service, make a booking, pay an invoice, or communicate with us about our services. This may be by telephone, email, our website forms, or in person.

We may also receive personal data indirectly from third parties, for example where a managing agent, landlord or facilities manager arranges waste services for an occupier, or where referral partners pass on your details with your knowledge. In such cases we treat your data in accordance with this Privacy Policy.

Lawful Bases for Processing Your Data

We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract. We process personal data where it is necessary to enter into and perform a contract for waste collection and related services with you, including to provide quotations, manage bookings, deliver collections, issue invoices and handle service enquiries.

Legal obligation. We may process data where it is necessary to comply with legal and regulatory responsibilities, such as tax and accounting requirements or obligations related to waste management regulations.

Legitimate interests. We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. These legitimate interests include managing our operations, improving our services, maintaining accurate records, recovering debts, and ensuring network and information security.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

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

To provide, manage and deliver our waste collection and related services to you, including scheduling collections, managing access and resolving operational issues.

To create and manage your customer account, maintain accurate records of services provided, and communicate with you about your account and services.

To issue quotations, contracts, invoices and statements, and to process payments and manage queries related to billing and accounts.

To respond to your enquiries, feedback and complaints and to provide customer support.

To manage our business operations, including planning collections, resource allocation, staff scheduling and performance monitoring.

To comply with applicable laws, regulations and regulatory guidance in relation to waste handling, health and safety, tax and accounting.

To protect our legal rights and interests, for example in the context of debt recovery, dispute resolution or legal claims.

Where permitted, to send you information about our services that may be of interest to you, with appropriate respect for your marketing preferences.

Data Sharing and Processors

We may share your personal data with trusted third parties that act as data processors on our behalf. These processors are engaged under written contracts and may only process your personal data according to our instructions and for specified purposes. They must implement appropriate security measures and may not use your data for their own purposes.

Categories of processors we may use include:

IT and systems providers who host our operational, email and storage systems.

Payment processing and accounting service providers who assist with billing, payment processing and financial record keeping.

Operational partners, such as subcontracted collection operators or logistics partners, where necessary to provide our services.

Professional advisers, such as auditors, accountants or legal advisers, where necessary for legitimate business purposes and legal obligations.

We may also share personal data where required by law, regulation, or court order, or with law enforcement or regulatory authorities where necessary to protect our rights or the rights of others.

International Transfers

Our primary data processing activities are carried out within the United Kingdom or the European Economic Area. Where personal data is transferred outside these areas by our service providers, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required by data protection law.

Data Retention

We keep personal data only for as long as it is reasonably necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.

In general, customer account and service records are retained for as long as you have an active service with us and for a period after that to allow for enquiries, disputes or legal claims. Financial and transaction records may be retained for longer periods where required by tax and accounting laws. Communication records are retained in line with our internal retention schedules and then securely deleted or anonymised.

When we no longer need personal data, we will take steps to delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.

How We Protect Your Data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, physical security for locations where information is stored, secure storage systems, and staff training on data protection responsibilities.

Your Data Protection Rights

If you are a Waste Collection Mayfair customer in our service area, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions under data protection law.

You have the right to access your personal data and to receive a copy of the information we hold about you.

You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

You have the right to request the erasure of your personal data in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.

You have the right to request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or consider an objection you have raised.

You have the right to object to processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing.

You have the right to data portability, meaning you can request that certain personal data is provided to you or to another controller in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

How to Exercise Your Rights or Contact Us

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact Waste Collection Mayfair using the contact details provided on our customer communications or invoices. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, applicable laws or regulatory guidance. Any changes will be made available through our usual customer communication channels. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.