Privacy Policy for Waste Collection Canary Wharf Customers

This Privacy Policy explains how Waste Collection Canary Wharf collects, uses, stores, and protects personal data relating to customers in the Canary Wharf area. It also describes your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Waste Collection Canary Wharf customers located in the Canary Wharf area who use our waste collection and related services, whether you contact us online, by telephone, or in person.

Data Controller Details

The data controller responsible for your personal data is Waste Collection Canary Wharf. For any questions or to exercise your data protection rights, you can contact our data protection contact point by email or post using the contact details provided on our main customer communications and invoices.

Personal Data We Collect

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

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

Service and contract information, such as details of your waste collection services, type and frequency of collections, access instructions for your premises, bin or container identifiers, contract start and end dates, and service notes.

Billing and payment information, such as invoice records, payment status, amounts due, payment method identifiers and transaction history. We do not store full payment card numbers; these are handled by our payment service providers.

Communication data, such as records of emails, messages, and telephone calls with our customer service team, including enquiries, complaints, and feedback.

Technical and usage data, such as information about how you interact with our online booking tools or digital services, your IP address, device and browser information, and basic diagnostic or analytics data.

Operational and site access data, such as information required to provide safe and effective collection services at your premises, including access codes or security instructions provided by you, delivery and collection logs, and photos of containers or waste where this is necessary to evidence service delivery or contamination issues.

How We Collect Your Data

We may collect personal data directly from you when you request a quote, agree a contract, book a service, contact us with an enquiry, or communicate with us by phone, email, messaging, or through any online forms we provide.

We may also collect personal data from third parties where permitted by law, for example from your employer or building management company when they nominate you as a contact person, from payment and billing providers when confirming payments, or from publicly available business directories for verification and fraud prevention purposes.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so. Depending on the purpose, the lawful basis will usually be one or more of the following:

Performance of a contract. We process personal data when it is necessary to enter into or perform a contract for waste collection or related services. This includes setting up your account, scheduling and providing collections, issuing invoices, and managing service queries.

Compliance with legal obligations. We process some data to comply with legal and regulatory requirements, such as accounting rules, tax obligations, health and safety duties, waste management regulations, and record keeping requirements.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing and improving our services, ensuring site and operational safety, handling complaints, preventing fraud, protecting our property and staff, and analysing service performance in the Canary Wharf area.

Consent. In limited circumstances, we may rely on your consent, for example if we send certain types of optional marketing communications about our services. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage waste collection and related services to you in the Canary Wharf area, including set up, route planning, collections, access management, and customer support.

To manage our relationship with you, including handling enquiries and complaints, notifying you about changes to services or terms, and responding to your requests.

To issue invoices, process payments, manage credit and debt recovery, and maintain accurate accounting records.

To improve and develop our services, routes, and customer experience, including analysing service usage, reviewing operational performance, and planning capacity in the Canary Wharf area.

To ensure the security and safety of our staff, vehicles, and property, for example through the use of collection records, incident logs, and evidence of contamination or misuse of containers.

To comply with applicable laws, regulatory requirements, court orders, and requests from competent authorities.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These may include:

IT and hosting providers that host our systems, databases, email services, and communication tools.

Payment service providers and banks that process customer payments and related financial transactions.

Customer service and communication platforms used to manage enquiries and service notifications.

Professional advisers such as accountants, auditors, and legal advisors who assist us in meeting our legal and regulatory obligations.

Waste transfer and treatment partners where necessary to provide the contracted services, in which case only limited and relevant information is shared.

All processors are required to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws. We may also share your personal data with public authorities, regulators, law enforcement, or other third parties where required by law or where necessary to protect our rights, property, or the safety of customers, staff, or the public.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. In deciding how long to retain data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether those purposes can be achieved by other means.

Contract and billing records relating to your services are generally retained for a period required by tax and accounting legislation following the end of the relevant financial year. Operational and service data, such as collection logs and service notes, may be retained for the duration of your contract and for a reasonable period afterwards to manage queries, disputes, or legal claims. Where data is no longer required, we will securely delete or anonymise it in line with our retention policies.

International Transfers

Where we use service providers that transfer or store personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as using countries with an adequacy decision or entering into contracts that incorporate recognised data protection clauses. Details of these safeguards can be provided on request.

Your Data Protection Rights

As a customer of Waste Collection Canary Wharf, you have a number of rights under data protection law in relation to your personal data. These rights include:

The right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data, along with information about how it is used.

The right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.

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 purpose for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

The right to restrict processing. You can ask us to limit the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data or assessing an objection.

The right to object. You can object to processing that is based on our legitimate interests, including profiling based on those interests, on grounds relating to your particular situation. We will stop the processing unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where necessary for legal claims.

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

If you wish to exercise any of these rights, please contact us using the details provided in your service documentation. We may need to verify your identity before responding to your request. You also have the right to lodge a complaint with the UK data protection supervisory authority if you are unhappy with how we handle your personal data.

Security of Your Personal Data

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 access controls, secure storage, and procedures to manage and respond to data incidents. While we take reasonable steps to safeguard your data, no system can be completely secure, and you should take care when providing personal data, particularly over open networks.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, operational needs, or legal requirements. Any significant changes will be communicated through our usual customer communication channels. The updated version will apply to all Waste Collection Canary Wharf customers in the Canary Wharf area from the date it is published or otherwise notified.