Rubbish Removal Soho Privacy Policy

This Privacy Policy explains how Rubbish Removal Soho collects, uses, stores and protects personal data relating to our customers and prospective customers in the Soho area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Rubbish Removal Soho customers and enquirers within our service area who interact with us by phone, email, website contact forms, messaging services or in person.

Who We Are and Scope of This Policy

Rubbish Removal Soho is a rubbish and waste removal service operating in the Soho area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect about you. This Privacy Policy covers all personal data processed in connection with arranging, delivering and managing our services for residential and commercial customers in Soho and surrounding streets.

Types of Personal Data We Collect

We only collect information that is necessary for us to provide and manage our services, respond to enquiries and meet our legal obligations. Depending on how you interact with us, we may collect and process the following categories of personal data:

Contact and identity details, such as your name, address, property access details, email address, telephone numbers and business contact details where you book as a business customer.

Service and booking details, such as the type of rubbish removal requested, preferred dates and times, special instructions, photographs you choose to send of waste or access areas, and records of quotes and invoices.

Payment and billing information, such as payment method details, partial card information supplied to process payments, billing address, records of payments, refunds and outstanding balances. We do not store full card details when payments are processed through secure third-party providers.

Communications and correspondence, such as emails, messages, notes from telephone calls, feedback, reviews and complaints relating to our services.

Technical and usage data, where relevant, such as your IP address, basic device and browser information, and interaction data if you use our website, contact forms or messaging tools.

How We Collect Personal Data

We collect personal data in several ways, depending on how you choose to contact and interact with us. These include:

Directly from you when you call, email, send a message, complete a website contact form, request a quote or make a booking.

During service delivery when our staff attend your premises and record information needed to complete the job safely and effectively.

From payment and invoicing processes when you pay for services or request an invoice or receipt.

From third-party platforms if you contact us through an online directory or marketplace that passes your enquiry details to us.

Automatically through basic website and communication system logs when you interact with our online channels.

Lawful Basis for Processing Your Data

We will only process your personal data when we have a lawful basis to do so. Depending on the situation, we rely on the following lawful bases:

Contract: To take steps at your request before entering into a contract and to perform our contract with you. This includes handling enquiries, providing quotes, confirming bookings, delivering services, issuing invoices and managing your account.

Legitimate interests: To pursue our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes responding to general enquiries, improving our services, maintaining records of past work, preventing fraud, and managing business operations.

Legal obligations: To comply with legal and regulatory requirements, such as tax, accounting and waste management regulations, and to cooperate with law enforcement where required.

Consent: In limited circumstances, such as where we send you optional marketing communications by electronic means, we will rely on your consent. You can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes, to the extent necessary for each purpose:

To respond to your enquiries, provide quotes and discuss your rubbish removal needs.

To create and manage bookings, schedule collections, allocate staff and vehicles, and communicate with you about your appointment.

To carry out the rubbish removal service at your premises safely and efficiently, including following any instructions you give us.

To process payments, issue invoices and receipts, chase overdue payments and maintain accounting records.

To manage customer service, handle complaints, collect feedback and resolve disputes.

To maintain internal records of past services for reference, repeat bookings, and operational planning.

To comply with our legal duties relating to taxation, health and safety, and waste disposal documentation.

To protect our rights, property and safety and that of our staff, customers and the public, including the prevention and investigation of potential fraud or misuse of our services.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties act as data processors or independent controllers, depending on their role:

Payment service providers that securely process card and electronic payments on our behalf.

IT and communication service providers that host our email, telephony, messaging and data storage systems.

Professional advisers, such as accountants or legal advisers, where needed for business management, compliance or dispute resolution.

Regulators, law enforcement agencies and public authorities where we are legally required or permitted to do so.

Any third party to whom we may choose to sell, transfer or merge parts of our business, in which case personal data may be transferred as part of the transaction, with appropriate safeguards.

We require our data processors to respect the security of your personal data and to process it only according to our instructions and applicable law.

International Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using countries with adequacy decisions or approved standard contractual clauses, so that your personal data remains protected.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including to satisfy any legal, accounting or reporting requirements. We take into account the amount, nature and sensitivity of the data, the potential risk from unauthorised use or disclosure, and the purposes for which we process it.

In general, enquiry and booking records, customer details, invoices and waste service records are retained for up to seven years after the end of our relationship with you, to comply with tax and business record-keeping obligations and to manage any potential legal claims. Communications relating to complaints or disputes may be kept for longer where necessary. When data is no longer required, we will securely delete or anonymise it.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include controlled access to systems, secure communication tools and staff awareness of data protection responsibilities. While no transmission or storage system can be guaranteed to be completely secure, we work to protect your information in line with industry practices and legal requirements.

Your Data Protection Rights

Under data protection law, you have several rights in relation to the personal data we hold about you, subject to certain conditions and exemptions:

The right of access: You can request confirmation of whether we process your personal data and receive a copy of that data, together with related information.

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

The right to erasure: You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the original purpose and we have no overriding legal reason to retain it.

The right to restriction: You can request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or our reasons for processing it.

The right to data portability: Where our processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.

The right to object: You can object at any time to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds or need to process the data for legal claims. You also have the absolute right to object to direct marketing.

The right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Exercising Your Rights and Contacting Us

If you wish to exercise any of your rights or have questions about this Privacy Policy or our handling of your personal data, you can contact us using the details provided on our main customer communication channels for Rubbish Removal Soho. We may need to verify your identity before responding to certain requests to protect your data.

You also have the right to lodge a complaint with the UK 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.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updates will apply from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.