Rubbish Clearance Hammersmith Privacy Policy

This Privacy Policy explains how Rubbish Clearance Hammersmith collects, uses, stores, and protects personal data relating to individuals who use our rubbish clearance and related services. It applies to all customers and prospective customers within the Hammersmith area, including individuals who contact us by phone, email, online forms, or in person.

Who We Are and Scope of This Policy

Rubbish Clearance Hammersmith is a local rubbish collection and clearance service operating in the Hammersmith area. For the purposes of UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller in relation to the personal data described in this Privacy Policy.

This Privacy Policy applies to all personal data we process in connection with enquiries, quotations, bookings, service delivery, payments, and follow-up communications with customers and prospective customers in the Hammersmith area.

Types of Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us and which services you request:

Identification and contact data: name, address, property details relevant to access, email address, telephone number, and preferred contact method.

Service and booking data: details of the rubbish clearance or related services requested, notes about access instructions, preferred dates and times, and records of work carried out at your premises.

Payment and billing data: billing address, partial payment card details where necessary for processing through our payment provider, records of payments made, and invoices or receipts issued.

Communication data: information you provide when you contact us by phone, email, or form, including the content of your messages, feedback, and any complaints or queries.

Technical and usage data: basic technical information such as date and time of contact, telephone numbers used to call us, or metadata associated with email communications. If we use basic website analytics, this may include general usage statistics for our site; we do not seek to identify individual users from such statistics without lawful basis.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or speak with us in person or by telephone. We may also receive personal data indirectly where another person books our services on your behalf, for example a landlord, letting agent, or relative providing your contact details and service address.

Where applicable, we may obtain limited information from publicly available sources or from third parties, such as payment service providers, for the purposes of verifying payment, preventing fraud, or resolving disputes.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:

Contract: to take steps at your request before entering into a contract and to perform our contract with you, for example providing quotations, arranging bookings, delivering rubbish clearance services, and processing payments.

Legal obligation: to comply with legal and regulatory requirements, such as accounting, tax, and record-keeping obligations, and to cooperate with lawful requests from public authorities.

Legitimate interests: to operate and improve our business where this does not override your rights and freedoms. This includes responding to enquiries and complaints, managing schedules and staff, maintaining service records, preventing fraud, ensuring site safety, and keeping basic records of past customers for reference.

Consent: in limited cases, we may rely on your consent, for example where we send certain optional marketing communications by email or text. Where we rely on consent, you may withdraw it at any time by contacting us using the details set out in this Privacy Policy.

How We Use Your Personal Data

We use your personal data for the following purposes, based on the lawful bases outlined above:

To respond to enquiries and provide quotations for rubbish clearance and related services.

To create and manage bookings, allocate staff and vehicles, and carry out the services at your property.

To process payments, issue invoices and receipts, and manage any refunds or adjustments.

To maintain service and transaction records for internal administration, financial reporting, and legal compliance.

To communicate with you about your booking, including confirmations, reminders, or changes to the scheduled service.

To handle feedback, queries, and complaints, and to resolve disputes.

To improve and monitor the effectiveness, safety, and quality of our services.

Where permitted, to send you information about our services that may be of interest to you and to maintain your marketing preferences.

Data Sharing and Processors

We do not sell your personal data. We share it only where necessary for the purposes described in this Privacy Policy and always in line with UK data protection law.

We may share your data with trusted third parties who act as data processors on our behalf. These may include:

IT service providers and hosting companies that support our communication systems and data storage.

Payment service providers that process card payments or other electronic payments securely.

Accountants or professional advisers who require limited information to support our legal and financial obligations.

Subcontractors or partner operators, where necessary to deliver services at your address, and only to the extent needed for that purpose.

Where third parties act as processors, they are bound by written contracts requiring them to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.

We may also share information with law enforcement agencies, regulators, or courts where we are legally required to do so or where it is necessary to establish, exercise, or defend legal claims.

Data Retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, or to meet legal, accounting, or reporting requirements.

In general, we retain basic customer and transaction records for a period consistent with applicable tax and accounting rules. Information relating to quotations or enquiries that do not lead to a booking may be retained for a shorter period to help us respond to follow-up queries and manage our business records.

When personal data is no longer required, we will securely delete or anonymise it. The exact retention period may vary depending on the type of data and our legal obligations. We will not keep personal data in an identifiable form for longer than is reasonably necessary.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure systems for storage and transmission where applicable, and requiring any data processors we use to implement suitable safeguards.

While we take reasonable steps to protect your information, no transmission or storage system can be guaranteed to be completely secure. You are encouraged to take care when providing personal data and to notify us promptly if you suspect any misuse.

Your Data Protection Rights

Under the UK GDPR, you have a number of rights in relation to your personal data. These rights apply to all Rubbish Clearance Hammersmith customers in the Hammersmith area, subject to certain legal limitations and exemptions.

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

Right to rectification: you can request that we correct or complete any inaccurate or incomplete personal data we hold about you.

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 and we do not need to keep it for legal reasons.

Right to restriction of processing: you can ask us to limit how we use your data in certain situations, such as while we are considering a request to rectify or erase your data.

Right to data portability: in some cases, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transfer it directly to another organisation where technically feasible.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will then stop processing unless we have compelling legitimate grounds to continue that override your interests, rights, and freedoms, or where processing is required for legal claims.

Rights in relation to consent: where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

How to Exercise Your Rights or Contact Us

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how Rubbish Clearance Hammersmith handles your personal data, you can contact us using our usual customer service contact details. To help us respond, please provide your name, contact information, and a clear description of your request.

We will respond to your request in accordance with applicable data protection laws and will usually do so within one month. We may ask you for additional information to confirm your identity where necessary to protect your privacy.

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. We encourage you to contact us first so that we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices, or legal requirements. Any updated version will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we use and protect your personal data.