Waste Disposal Bow Data Protection and Privacy Policy

This Privacy Policy explains how Waste Disposal Bow collects, uses, stores and shares personal data relating to customers in our service area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy applies to all Waste Disposal Bow customers in our service area who use our services, contact us, or interact with us in any way.

By using our services or contacting us, you acknowledge that you have read this Privacy Policy. We may update this Policy from time to time to reflect changes in the law, our services, or our internal processes. Where appropriate, we will inform you of any significant changes.

Who We Are and How to Contact Us

Waste Disposal Bow is the controller of the personal data described in this Policy. This means we decide how and why your personal data is processed.

If you have any questions about this Privacy Policy or about how we handle your personal data, or if you wish to exercise any of your rights, you can contact us using the details provided on our website or in your service documentation.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Contact and identification details, such as your name, address, service address, telephone number and email address.

Service and contract information, such as details of the waste disposal or related services you request or receive from us, service schedules, access instructions and notes to ensure safe and effective service delivery.

Billing and payment details, such as invoice information, payment method, payment history and records of any charges, refunds or disputes. We do not store full card details when payments are processed by third-party providers.

Communication records, such as emails, messages, call notes, complaints, queries, feedback and any other correspondence between you and us.

Usage and technical data, such as how and when you use our services, and basic technical information associated with communications or online contact forms where applicable.

Any other information you choose to provide to us that is relevant to your enquiry, booking or ongoing service.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us by phone, email or other communication channels, request a quotation, make a booking or enter into a contract for our services. We may also collect data when you complete forms or provide information during site visits or service delivery.

We may receive limited personal data from third parties where this is necessary to provide services to you, for example from letting agents, property managers or other parties you have authorised to act on your behalf.

Lawful Bases for Processing

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

Contract. We process your personal data where this is necessary to enter into a contract with you or to perform a contract, including providing quotations, delivering waste disposal services, communicating with you about your bookings, handling billing and administering your account.

Legal obligation. We may process your personal data where this is necessary for us to comply with legal and regulatory obligations, for example in relation to waste transfer records, health and safety requirements, tax and accounting obligations, and responding to lawful requests from public authorities.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing our relationship with you, improving our services, keeping appropriate business records, preventing fraud and ensuring the security of our operations.

Consent. In limited cases, we may rely on your consent, for example for specific types of optional communication that are not covered by our legitimate interests. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

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

To provide and manage waste disposal and related services you request, including arranging collections, managing bookings, accessing your property as instructed and ensuring service quality.

To communicate with you about your enquiries, quotations, bookings, changes to services, invoices, payments and any issues or complaints.

To manage our customer records, accounts and contracts, including handling payments, billing queries, credit control and debt recovery where necessary.

To comply with legal and regulatory obligations, including record-keeping, waste documentation and responding to lawful information requests.

To maintain and improve our services, internal processes and customer experience, including quality control, staff training and troubleshooting.

To protect our business, staff, customers and property, including fraud prevention, security and the establishment, exercise or defence of legal claims.

Data Sharing and Processors

We only share your personal data where this is necessary, lawful and subject to appropriate safeguards. We may share your personal data with:

Service partners and subcontractors who help us deliver waste disposal services, such as collection crews, vehicle operators and waste processing facilities, where they need the information to perform services on our behalf.

Payment service providers and banks for the purpose of processing payments, refunds and dealing with payment related issues.

Professional advisers, such as accountants, auditors, insurers and legal advisers, where necessary for the management and protection of our business.

IT and communication service providers who host or maintain our systems, email and records, acting as data processors under our instructions.

Public authorities, regulators, law enforcement bodies or courts where we are required to do so by law or where this is necessary to protect our rights or the rights of others.

Whenever we use third-party processors, we require them to process your personal data only in accordance with our instructions, to keep it secure and to comply with data protection law.

Data Retention

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

In general, we retain customer and service records for the duration of your relationship with us and for a period afterwards where there is a legal requirement or a legitimate business need. This may include retaining invoices, contracts, correspondence and waste related documentation for specified statutory limitation periods.

When personal data is no longer needed, we will delete it or anonymise it so that you can no longer be identified. We may retain anonymised information for statistical or analytical purposes.

International Transfers

Our primary processing activities take place in the United Kingdom. Where we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law. These safeguards may include using countries with an adequacy decision or entering into approved standard contractual clauses with those providers.

How We Protect Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, staff training, secure storage, and appropriate policies and procedures. While we take security seriously, no system can be completely secure and we cannot guarantee absolute security of your data.

Your Data Protection Rights

As a data subject, you have a number of rights in relation to your personal data under data protection law. These rights apply to all Waste Disposal Bow customers in our service area, although they may not be absolute and may be subject to certain conditions and exemptions. Your rights include:

Right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.

Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data where there is no good reason for us to continue processing it.

Right to restriction of processing. You may have the right to ask us to suspend the processing of your personal data, for example if you want us to check its accuracy or the reason for processing.

Right to data portability. In some cases, you have the right to obtain personal data you have provided to us in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.

Right to object. You may have the right to object to our processing of your personal data where we are relying on legitimate interests. We will stop processing unless we have compelling legitimate grounds to continue or the processing is for the establishment, exercise or defence of legal claims.

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

To exercise any of these rights, please contact us using the details provided on our website or in your service documentation. We may need to verify your identity before responding to your request.

Complaints and Contact

If you are concerned about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe your rights have been infringed. Contact details for the supervisory authority are available from official government sources.

This Privacy Policy applies to all Waste Disposal Bow customers in our service area and should be read together with any terms and conditions that apply to the services you receive from us.