Rubbish Clearance Ealing Privacy Policy

This Privacy Policy explains how Rubbish Clearance Ealing collects, uses, stores, and shares personal data when providing rubbish removal and related services. It applies to all Rubbish Clearance Ealing customers within our Ealing service area, including individuals, households, landlords, property managers, and business clients who request or use our services.

Who We Are

Rubbish Clearance Ealing is a rubbish removal service operating in the Ealing area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller for the personal data we collect about our customers in connection with our services.

Personal Data We Collect

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

Identification and contact details, such as your name, address, email address, telephone number, and any alternative contact details you provide for access or correspondence.

Service information, such as details of the services you request, property access instructions, type and volume of rubbish or items to be collected, service dates and times, and any special requirements you tell us about.

Billing and payment information, such as billing address, payment status, charges, and transaction history. We do not store full payment card details; card transactions are processed by secure payment processors.

Communication records, such as emails, text messages, call notes, and other correspondence relating to enquiries, quotations, bookings, complaints, or feedback.

Technical and usage data, such as your IP address, device information, and basic website usage data collected through server logs and similar technologies when you visit our website or contact us online.

Photographic or evidential data, such as photographs of waste before or after clearance where required for quotations, proof of service, or compliance with legal and environmental obligations.

How We Collect Your Data

We collect personal data in several ways:

Directly from you when you contact us by phone, email, online forms, or messaging to request a quote, make a booking, or ask a question.

During the performance of our services, for example when our staff attend your property, take photographs for service confirmation, or make notes concerning access and safety.

From third parties where lawful, such as letting agents, landlords, property managers, or business partners who lawfully share your contact details with us to arrange services on your behalf.

Automatically when you visit our website, through basic technical data that your browser or device provides to our servers.

Purposes and Lawful Basis for Processing

We only process personal data when we have a lawful basis to do so. The main purposes for which we use your data and the corresponding lawful bases are:

To provide quotations and respond to enquiries. We use your contact details and service information to respond to your requests and prepare quotations. Our lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in running our business.

To perform our contract with you. We process your data to book appointments, attend your property, carry out rubbish clearance, issue invoices, and provide customer support. Our lawful basis is performance of a contract with you.

To manage billing and payments. We process billing and transaction data to issue invoices, record payments, and manage any refunds or disputes. Our lawful basis is performance of a contract and our legitimate interests in financial administration.

To comply with legal and regulatory obligations. We may retain records of services provided, waste transfer details, or other information required by law or guidelines relating to waste disposal and environmental responsibilities. Our lawful basis is compliance with legal obligations.

To improve our services and business operations. We may use aggregated or limited personal data to analyse service usage, improve scheduling, optimise customer service, and train staff. Our lawful basis is our legitimate interests in developing and managing our business, providing efficient services, and ensuring quality.

To communicate important information. We may contact you about changes to bookings, service updates, significant changes to this Privacy Policy, or information that is relevant to your ongoing service. Our lawful basis is performance of a contract, legitimate interests, or compliance with legal obligations, depending on the nature of the communication.

For marketing communications. Where you have given your consent, or where permitted by law for existing customers, we may send limited marketing communications about our services that may be of interest to you. You can opt out at any time. Our lawful basis is consent or our legitimate interests in promoting our services, as permitted by law.

Data Sharing and Processors

We do not sell your personal data. However, we may share your data with carefully selected third parties when necessary for the purposes described in this Privacy Policy.

Service providers and data processors. We may use third party providers to support our business operations, such as payment processors, accounting and invoicing services, email and communication platforms, website hosting, and IT support. These providers act as data processors and may only process your data in accordance with our instructions and for the specific purposes we define.

Operational partners. In some cases, we may work with subcontractors or partner companies to fulfil your booking, for example during busy periods or for specialist waste removal. Where this is necessary, we share only the information required to carry out the service and we take reasonable steps to ensure that such partners respect your privacy and comply with data protection requirements.

Professional advisers. We may share data with solicitors, accountants, or other professional advisers when necessary for legal, financial, or business purposes.

Authorities and regulators. We may disclose personal data to law enforcement, regulatory authorities, or other public bodies if required to do so by law or where disclosure is necessary to protect our rights, property, or safety or that of our staff, customers, or the public.

International Transfers

Where any of our service providers or their servers are located outside the United Kingdom, personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your data in accordance with applicable data protection laws.

Data Retention

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

In practice, this generally means that:

Core customer and service records are typically retained for a period consistent with statutory limitation periods and tax or accounting rules, usually up to six years after the end of the relevant financial year or the completion of the services.

Enquiry-only records, where no booking takes place, are usually retained for a shorter period that allows us to manage follow-up queries and administration, after which they are securely deleted or anonymised.

Photographs and evidential data are retained only as long as reasonably necessary for service verification, handling complaints, or meeting legal and regulatory obligations.

When data is no longer needed, we will delete or anonymise it in a secure manner.

Your Data Protection Rights

As a customer of Rubbish Clearance Ealing, you have a number of rights in relation to your personal data under data protection law. These rights apply to all customers within our Ealing service area, subject to certain legal conditions and exemptions.

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 request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data. This is sometimes known as the right to be forgotten. This right is subject to limitations, particularly where we must retain data to comply with legal obligations or to establish, exercise, or defend legal claims.

Right to restriction of processing. You can ask us to restrict how we process your data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.

Right to data portability. Where processing is based on your consent or a contract, and is carried out by automated means, you may have the right to receive your data in a structured, commonly used, machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to object. You have the right to object to processing that is based on our legitimate interests, including profiling on that basis. You also have the right to object at any time to the processing of your data for direct marketing.

Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Exercising Your Rights and Contacting Us

If you wish to exercise any of your rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our website or through the usual customer communication channels. To protect your privacy, we may need to verify your identity before responding to certain requests.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that we have not complied with applicable data protection laws. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us initially.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures include access controls, staff training, secure disposal of records, and the careful selection of third party service providers who handle data on our behalf.

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 updated version will be made available through our usual customer communication channels. We encourage you to review this Policy periodically to stay informed about how we protect your information.