Rubbish Clearance Mayfair Privacy Policy

This Privacy Policy explains how Rubbish Clearance Mayfair collects, uses, stores and shares personal data relating to our customers and prospective customers. It applies to all individuals who use our rubbish clearance, waste removal, and related services in our operating area, whether you contact us by telephone, email, online enquiry, or in person.

We are committed to protecting your privacy and handling your personal data in a fair, transparent, and secure manner, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who we are and how to contact us

Rubbish Clearance Mayfair is the controller of the personal data described in this Privacy Policy. This means we decide why and how your personal data is processed when you interact with us or use our services in our local area.

If you have any questions about this Privacy Policy or about how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details published on our usual customer communications or by contacting our customer service team.

What personal data we collect

The personal data we collect will depend on how you interact with us and which services you use, but typically includes the following categories of information.

Identification and contact details such as your full name, address of the property where rubbish collection is required, billing address, email address, telephone number and any alternative contact details you choose to provide.

Service and booking information such as details of the services you request, dates and times of collections, access instructions, photographs you send to describe the waste to be removed, and notes relating to your service preferences or special requirements.

Payment and transaction data such as records of payments made, the amount charged, payment method used, partial card information where required for payment processing, and invoices or receipts issued. We do not store full card numbers or security codes, which are handled by our payment processing providers.

Communications and correspondence including emails, messages, phone call notes, feedback, complaints, and any other contact you have with us about our services.

Technical and usage data where applicable, such as basic information about how you access any online forms or digital services we provide, including device type, browser type, date and time of access, and pages or forms used. This may also include cookie data where consent has been provided and where relevant.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This can be done by telephone, email, online forms, or in person.

We may also receive personal data from third parties where this is necessary and appropriate for providing our services. Examples include landlords, letting agents, property managers, or other third parties who arrange rubbish clearance services on your behalf and share your contact details or address so we can complete the job. In such cases, we treat the information we receive in accordance with this Privacy Policy.

Lawful basis for processing your data

We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are set out below.

Contractual necessity. We process your personal data where this is necessary to enter into or perform a contract with you, for example when we take bookings, provide rubbish clearance services, issue invoices, or communicate about the performance of the service.

Legitimate interests. We may process your data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, obtaining feedback, handling customer service queries, maintaining accurate records, preventing fraud, and ensuring the security of our operations.

Legal obligations. We process certain information to comply with legal and regulatory duties, for example tax and accounting requirements, waste management regulations, and obligations to maintain appropriate business records.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of marketing communications or particular cookie uses. Where we rely on consent, you can withdraw it at any time by contacting us or using the opt out options provided in our communications.

How we use your personal data

We use your personal data for a range of purposes necessary to provide our services and operate our business responsibly. These purposes include arranging and delivering rubbish clearance and related services, including managing bookings, confirming appointments, and communicating with you about access to your property, service timings, and any changes or issues that may arise.

We use your data to process payments, issue invoices and receipts, recover debts where necessary, and maintain financial records for auditing and tax purposes. We also use your information to respond to your enquiries, handle feedback and complaints, and provide customer support before, during, and after the provision of services.

Your data helps us manage our operations, including planning routes, scheduling staff, monitoring service quality and efficiency, training our team, and maintaining accurate internal records. We may also use personal data to send you service related updates and, where permitted, carefully considered marketing or promotional messages relating to similar services you have previously used with us, with the option to opt out at any time.

Where necessary, we may use personal data to detect and prevent fraud or misuse of our services, to protect our rights and property, and to comply with legal obligations or respond to lawful requests from authorities.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services, maintain records, comply with legal and regulatory requirements, resolve disputes, and enforce our agreements.

The specific retention period will vary depending on the type of data and our legal obligations. As a general guideline, core service and billing records are typically retained for a period required by tax and accounting laws, after which they are securely deleted or anonymised. Enquiry and correspondence records are usually stored for a shorter period, unless they form part of a complaint or dispute record that needs to be kept for longer.

We take reasonable steps to ensure that personal data is stored securely and is only accessible to authorised personnel and processors who need it for legitimate business purposes.

Sharing your personal data with processors and others

We may share your personal data with trusted third parties who process data on our behalf and according to our instructions. These data processors help us deliver and manage our services and are carefully selected to ensure they provide appropriate data protection safeguards. Typical processors and service providers may include payment processing companies, IT and hosting providers, communication platforms, and accounting or administrative support services.

Where we use processors, we enter into written agreements that require them to use your personal data only as necessary to provide their services to us, to keep it secure, and to act in accordance with applicable data protection laws.

We may also share personal data with other independent third parties where necessary, for example with professional advisers such as accountants or insurers, with law enforcement or regulatory bodies where required by law, or with other parties where you have requested or consented to such sharing.

We do not sell your personal data to third parties.

International transfers

In some cases, personal data may be stored or accessed outside the United Kingdom, for example where our service providers operate internationally. Where this occurs, we take appropriate steps to ensure that your personal data remains protected, including by using recognised safeguards such as standard contractual clauses or ensuring that transfers are made to countries with adequate levels of data protection.

Your data protection rights

You have a number of rights in relation to your personal data under data protection law. These rights apply to all Rubbish Clearance Mayfair customers and service users in our operating area, subject to certain legal limitations and exemptions.

Right of access. You can request confirmation of whether we hold personal data about you and request a copy of that data, along with information about how it is used.

Right to rectification. You can ask us to correct or update personal data that is inaccurate or incomplete.

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, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction. You can ask us to restrict how we use your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to data portability. Where processing is based on consent or on a contract and is carried out by automated means, you can request that we provide your personal 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 our processing of your personal data where we rely on legitimate interests as the lawful basis, including for certain forms of marketing. We will stop processing your data for these purposes unless we have compelling legitimate grounds that override your interests, rights and freedoms or where processing is necessary for legal claims.

Rights in relation to direct marketing. You can object at any time to the use of your personal data for direct marketing, and we will promptly stop using your data for that purpose.

If you wish to exercise any of these rights, please contact us using the details set out earlier in this Privacy Policy. We may need to verify your identity before processing your request.

Complaints and contact

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 the issue directly. You also have the right to lodge a complaint with the UK data protection supervisory authority. Details of how to do this are available from official government and regulatory sources.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any changes will be made available through our usual communication channels, and we encourage you to review this policy periodically.