Privacy Policy for Rubbish Clearance Hampstead Customers

This Privacy Policy explains how Rubbish Clearance Hampstead collects, uses, stores and protects personal data relating to our customers and prospective customers in our Hampstead service 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 Clearance Hampstead customers and enquiries in our operating area, regardless of how you contact us or use our services.

Who We Are and How To Contact Us

Rubbish Clearance Hampstead is a rubbish clearance and waste removal service provider operating in the Hampstead area. For the purposes of data protection law, we are the data controller for the personal information described in this Privacy Policy. This means we decide how and why your personal data is used and we are responsible for ensuring that it is handled in a lawful, fair and transparent manner.

Personal Data We Collect

We collect and process different types of personal data in order to provide our services and manage our relationship with you. The information we may collect includes:

Identification and contact details: name, address, email address, telephone numbers and any similar contact information you provide when you contact us, request a quotation or book a service.

Service and booking information: service address, details of the property or premises, type and volume of rubbish to be collected, preferred dates and times, access information relevant to the job, and any notes you provide that help us deliver the service.

Billing and payment information: billing address, payment status, amounts charged, and basic transaction details. Where you pay by card through a secure payment processor, we do not store your full card details; these are handled directly by our payment processing partner.

Communication records: emails, messages, call notes, and any feedback or complaints you submit. This can include information we need to resolve issues and improve our services.

Technical data: when you interact with our website or digital tools we may collect technical information such as IP address, device information, and basic usage data, for example pages viewed and time spent on the site. This is used for security, administration and to improve our website.

How We Collect Your Data

We usually collect personal data directly from you when you contact us by phone, email, online forms, messaging services or in person. We may also collect information when you:

Request a quote or estimate for rubbish clearance.

Book, amend or cancel a service.

Ask a question about our services or provide feedback.

Interact with our website, digital tools or online adverts.

In some cases, we may receive information from third parties where they are arranging a service on your behalf, for example letting agents, landlords, property managers or relatives acting with your permission. In these cases we only process the personal data that is necessary to deliver the requested service.

Lawful Basis for Processing Your Data

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

Contract: we process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, taking bookings, carrying out rubbish clearance services, handling payments, and communicating with you about your service.

Legitimate interests: we process 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 using data to manage and improve our services, handle enquiries and complaints, prevent fraud, keep records of completed jobs, and protect our legal rights.

Legal obligations: we process data where we need to comply with legal requirements that apply to us, such as record keeping, tax obligations, and waste disposal regulations that may require us to document the type and source of waste collected.

Consent: in limited cases we may rely on your consent, for example if we send certain types of marketing communications by email or text. When we rely on consent, you are free to withdraw it at any time and we will stop that processing unless another lawful basis applies.

How We Use Your Personal Data

We use your personal data to:

Provide quotations, estimates and information about our services that you request.

Schedule and deliver rubbish clearance and related services.

Communicate with you about bookings, changes, delays or access requirements.

Issue invoices, process payments and manage any refunds or credits.

Respond to your questions, feedback or complaints.

Maintain internal records of services provided in the Hampstead area.

Improve our services, pricing and customer experience.

Fulfil our legal and regulatory obligations in relation to waste handling and disposal.

Protect our business, for example by managing risks, preventing fraud and defending legal claims.

Data Retention and Storage

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

In general, we retain customer records related to bookings, invoices and services for up to seven years from the end of our relationship with you. This is to comply with tax and accounting rules and to allow us to respond to any later queries or disputes relating to completed work.

Enquiry information where no service is ultimately provided is usually kept for a shorter period, typically up to two years, unless there is a specific reason to keep it longer, such as an ongoing complaint or dispute.

Technical data and website usage information may be kept for shorter periods that reflect our need to analyse trends, maintain security and improve our services. When data is no longer needed, it is securely deleted or anonymised so that it can no longer be linked back to an individual.

Data Processors and Sharing Your Information

We do not sell your personal data. We may share your information with selected third parties who act as data processors, meaning they process personal data on our behalf and under our instructions. These may include:

Payment processing providers who handle card and electronic payments securely.

IT and communications providers who host our email, customer records or booking systems.

Professional advisers such as accountants or legal advisers where necessary for our business or to protect our legal rights.

We require all processors to respect the security of your personal data, to use it only for the purposes we specify, and to enter into appropriate data protection agreements with us.

In some circumstances we may share your data with other controllers where required by law or where it is necessary to protect our rights or the rights of others. For example this may include law enforcement agencies, regulatory bodies or insurers. Where possible, we will limit the data shared to what is strictly necessary.

International Transfers

Our core operations and services are based in the United Kingdom. If we use service providers that transfer or store personal data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or equivalent measures required by data protection law.

How We Protect Your Data

We take appropriate technical and organisational measures to keep your personal data secure. These include restricting access to personal data to staff and processors who need it to perform their duties, using secure systems and backups, and training staff on data protection responsibilities. While no system can guarantee absolute security, we work to prevent unauthorised access, use or disclosure of your information.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These include:

Right of access: you can request confirmation that we process your personal data and ask for a copy of the information we hold about you.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

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. This right is subject to legal and contractual limitations.

Right to restrict processing: you can ask us to restrict how we use your data in certain situations, such as while we are investigating a concern about accuracy or lawfulness.

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

Right to object: you can object to processing based on our legitimate interests, including any direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or we need to process the data to establish, exercise or defend legal claims.

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 consent was withdrawn.

You also have the right to complain to the Information Commissioner's Office if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve any concerns.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. The updated version will apply to all customers and enquiries in the Rubbish Clearance Hampstead service area from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we use your data.