Rubbish Clearance Sutton Privacy Policy

This Privacy Policy explains how Rubbish Clearance Sutton collects, uses, stores and protects personal data about our customers and prospective customers. It applies to all individuals who use our rubbish clearance and related services within our service area, whether you contact us by phone, email, online form, or in person.

We are committed to processing personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018, and other applicable data protection laws. Please read this Privacy Policy carefully to understand how and why we use your data and the rights you have in relation to it.

Who we are and scope of this policy

Rubbish Clearance Sutton is a rubbish removal and waste collection service provider operating in the Sutton area and surrounding locations. For the purposes of data protection law, we are the data controller of the personal data we collect about you in the course of providing our services.

This Privacy Policy applies to all Rubbish Clearance Sutton customers, prospective customers and website visitors in our service area, including private individuals, landlords, letting agents, businesses and other organisations who make enquiries or use our services.

Personal data we collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, address, service address, email address, telephone number and any other contact details you provide.

Service and booking information, such as details of the services you request, dates and times of collections, property access instructions and any relevant notes or photographs you choose to provide to help us carry out the work.

Billing and payment information, such as invoice details, payment amounts, payment status and limited payment-related data that may be visible to us when you pay, for example the last four digits of a card number on a receipt. Full card details are handled by our payment processors and are not stored by us.

Communication records, including emails, messages, call notes and any feedback, reviews or complaints you send us.

Technical and usage data, such as your IP address, browser type and basic usage data if you visit our website. This may be collected through cookies or similar technologies in line with applicable law.

Sensitive or special category data is not routinely collected or required for our services. If you choose to share such information with us, we will only use it where strictly necessary and in line with data protection law.

How we collect your data

We collect personal data directly from you when you contact us by phone, email or through any online contact form, when you request a quotation, when you make a booking, when we perform a rubbish clearance or related service for you, and when you pay for our services.

We may also receive personal data from third parties where it is necessary for us to provide our services. This can include letting agents, landlords, property managers, businesses and local partners who provide contact details or service addresses so that we can arrange and complete a rubbish clearance.

Lawful bases for processing

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

Contract: We process personal data that is necessary to provide our services to you, to prepare and send quotations, to accept bookings, to complete rubbish clearances and to issue invoices and receipts.

Legal obligation: We may process and retain certain information to comply with legal obligations, including accounting, tax and waste management regulations, as well as to respond to lawful requests from regulatory or law enforcement authorities.

Legitimate interests: We may process personal data where it is in our legitimate interests and where your rights and freedoms are not overridden. This includes managing and improving our services, responding to enquiries and complaints, maintaining business records, preventing fraud and pursuing or defending legal claims.

Consent: In limited situations, we may rely on your consent, for example for certain types of marketing communications where required by law. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

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

To provide and manage our rubbish clearance and related services, including arranging visits, attending your property, collecting and disposing of waste and managing follow-up work where required.

To communicate with you about your enquiries, quotations, bookings, changes or delays, payments, receipts and after-service support.

To issue invoices, process payments, handle refunds where applicable and maintain accurate financial records.

To manage our relationship with you, including handling comments, complaints, disputes and service quality reviews.

To maintain and improve our services, operations and customer experience, including staff training and internal reporting.

To comply with our legal and regulatory obligations, including waste disposal record-keeping, tax rules and responding to lawful requests.

To send marketing communications about our services where we are permitted to do so and where you have not opted out, and to manage your communication preferences.

Data retention

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

In general, we retain customer and service records, including invoices and associated contact details, for up to seven years after the end of the financial year in which the transaction took place, to comply with tax and accounting obligations.

Enquiry records and quotations that do not lead to a booking may be retained for up to two years to help us manage follow-up enquiries and internal reporting, unless you request earlier deletion where we are able to do so.

In some cases, we may need to keep certain information for longer if there is a legal claim or dispute, or if we are required to do so by law. When personal data is no longer required, we will securely delete or anonymise it.

Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf, strictly for the purposes described in this Privacy Policy and under written agreements that require them to protect your data.

These processors may include providers of payment processing services, accounting and bookkeeping services, customer relationship management systems, secure data storage and backup solutions, communication and email services and IT support providers.

Where we use subcontractors or partner companies to carry out part of the rubbish clearance service on our behalf, we may share relevant contact and service details with them so they can complete the work. They are required to use such data only as necessary to deliver the service and to protect it appropriately.

We may also share data when required by law, for example with regulators, law enforcement bodies, courts or other public authorities, or in connection with a business sale, merger or restructuring, in which case appropriate safeguards will be applied.

International data transfers

Our primary operations are based in the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required by data protection law, to protect your data.

How we protect your data

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures include limiting access to personal data to those staff and third parties who need it to perform their duties, using secure systems and devices, maintaining appropriate physical and electronic security controls and providing staff with guidance on their data protection responsibilities.

Your data protection rights

You have a number of rights in relation to your personal data under data protection law. Subject to certain conditions and exemptions, these include the following rights:

The right to be informed about how your data is used, which we provide through this Privacy Policy and related communications.

The right of access to a copy of the personal data we hold about you and information about how we process it.

The right to rectification of inaccurate or incomplete personal data.

The right to erasure of your personal data in certain circumstances, for example where it is no longer needed for the purpose it was collected and we have no other lawful basis to retain it.

The right to restrict processing of your data in certain situations, such as while we consider a request to rectify or erase it.

The right to data portability, allowing you to receive certain personal data in a structured, commonly used and machine-readable format and to transmit it to another controller where the processing is based on consent or contract and carried out by automated means.

The right to object to processing based on our legitimate interests and the right to object at any time to direct marketing.

The right not to be subject to decisions based solely on automated processing, including profiling, where this has legal or similarly significant effects on you. We do not carry out such automated decision-making in relation to our services.

You can exercise your rights by contacting us using the details provided in our service communications. We may need to verify your identity before responding to certain requests, and we will respond within the time limits set by law.

Complaints and contact

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

If you are not satisfied with our response, you also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, in data protection law or in guidance from supervisory authorities. Any updates will be made available through our usual customer communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.