Rubbish Collection Sutton Privacy Policy

This Privacy Policy explains how Rubbish Collection Sutton collects, uses and protects your personal data when you use our rubbish and waste collection services. It applies to all Rubbish Collection Sutton customers in the Sutton area, including individuals, households, landlords, managing agents and business customers who contact us or use our services in any way.

Who We Are and How This Policy Applies

Rubbish Collection Sutton is a local rubbish and waste collection service operating in the Sutton area. For the purposes of data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, Rubbish Collection Sutton is the data controller of the personal data described in this Privacy Policy.

This Privacy Policy applies whenever you interact with us as a customer or prospective customer in Sutton, including when you request a quote, make a booking, communicate with us, or receive our collection services on a one off or ongoing basis.

Personal Data We Collect

We only collect information that we need in order to provide our services, run our business, and meet our legal obligations. The types of personal data we may collect include:

Contact and identity details such as your name, address, postcode, email address, telephone number and any alternative contact details you provide.

Service information such as property type, access details, collection instructions, preferred dates and times, details of items to be collected, photographs you choose to send and any special instructions relevant to the service.

Booking and account information such as booking history, records of services we provided, invoices, payment status, and any discounts or offers applied.

Financial details such as limited payment information necessary to process your payment, for example partial card details provided through our payment processor or bank account details if you pay by bank transfer. We do not store full card details on our own systems.

Communication records such as email correspondence, messages, call notes and any complaints, feedback or enquiries you submit to us.

Technical information such as your IP address, basic device or browser data and other usage data where this is provided through your interaction with our website or online tools.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, email or online form, when you request a quote, make a booking, or when you communicate with our team in person at your property. We may also collect additional information during the provision of our services, for example additional collection instructions or updated contact details.

In some cases we may receive information about you from third parties, for example from a landlord, property manager, letting agent or business contact who books a collection on your behalf. In these cases we rely on the third party to have your permission or another lawful basis for sharing your details with us.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on the following bases:

Contractual necessity. We use your data to enter into and perform a contract with you, for example to provide a quotation, confirm your booking, attend the property, collect your rubbish and handle payments and invoices.

Legitimate interests. We use your data where it is necessary for our legitimate business interests and where these are not overridden by your rights. This may include managing our schedule and routes, improving our services, handling enquiries and complaints, keeping basic records, preventing non payment and maintaining our relationship with you.

Legal obligations. We process data when we must comply with laws and regulations, for example waste disposal record keeping, tax and accounting requirements, and responding to requests from public authorities where we are legally required to do so.

Consent. On some occasions we may rely on your consent, for example where you ask us to keep your details on file for future services or where you specifically agree to receive certain marketing communications. Where processing is based on consent, you may withdraw that consent at any time by contacting us.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide rubbish collection and related services in the Sutton area, including arranging visits, accessing your property as agreed and dealing with any follow up issues.

To create and manage your bookings, send confirmations, reminders and updates, and to communicate changes to services or terms.

To issue quotes, invoices and receipts, process payments, manage debt recovery where necessary, and maintain accurate accounting records.

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

To plan routes and schedules for our vehicles and staff so that we can operate efficiently and safely in the Sutton area.

To improve our services, monitor service levels, train staff and maintain internal records about how we deliver our collections.

To comply with legal and regulatory obligations, including environmental and waste management requirements, and to cooperate with law enforcement or regulatory bodies when legally required to do so.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and processors. We may share your data with trusted third party service providers who process data on our behalf, such as IT and hosting providers, booking or scheduling tools, email and communication platforms, waste transfer and disposal facilities, and payment processors or banks. These providers are required to keep your data secure and to use it only in accordance with our instructions and applicable data protection law.

Professional advisers. We may share information with accountants, insurance providers, legal advisors and similar professionals where necessary for advice, audits, insurance claims or the defence of legal claims.

Authorities and regulators. Where required by law, or where it is necessary to protect our rights, property or safety, we may share information with law enforcement bodies, courts, regulators or public authorities.

If we were to sell or restructure our business, your data may be shared with potential buyers or partners as part of that process, subject to confidentiality and data protection safeguards.

Data Retention

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

In general we retain customer and booking records for a period that allows us to provide ongoing services, respond to queries about past work, comply with tax and accounting obligations and resolve any legal disputes. This will typically be up to six years after the end of our relationship with you, although some records may be kept for shorter or longer periods depending on legal requirements and our legitimate business needs.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.

Data Security

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 limiting access to your data to those employees and contractors who need it to perform their duties, using secure systems and taking reasonable steps to keep our physical and digital records safe.

Your Data Protection Rights

As a customer in the Sutton area, you have a number of rights in relation to your personal data under data protection law. These include:

The right of access. You can request confirmation of whether we hold personal data about you and ask for a copy of that data, along with information about how we use it.

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

The 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.

The right to restriction. You may ask us to restrict the processing of your data in certain situations, for example while we check its accuracy or consider an objection you have raised.

The right to object. You can object to certain types of processing based on our legitimate interests, particularly where it relates to direct marketing. We will stop processing your data for these purposes unless we have compelling legitimate grounds that override your interests and rights or where processing is necessary for legal claims.

The right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a structured, commonly used and machine readable format or that we transfer it to another organisation where technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has been handled in a way that does not comply with data protection law. We encourage you to contact us first so we can try to resolve any concerns.

Contacting Us About Privacy

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our website or through the contact information given when you booked our services.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or services. Any changes will apply to all Rubbish Collection Sutton customers in the Sutton area from the date the updated policy is made available.