Rubbish Clearance Soho Privacy Notice

This Privacy Notice explains how Rubbish Clearance Soho collects, uses, stores and protects your personal data when you use our rubbish clearance and related services in the Soho area. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to handling your information in a fair, transparent and secure way.

This Privacy Notice applies to all existing and prospective Rubbish Clearance Soho customers in the Soho area, including individuals, businesses and organisations who contact us, request a quote, make a booking, or otherwise interact with us in relation to our services.

Who We Are

Rubbish Clearance Soho is a rubbish removal and waste clearance service provider operating in the Soho area. For the purposes of data protection law, we are the data controller of the personal data that we collect and process about our customers and prospective customers.

If you have any questions about this Privacy Notice or how we handle your data, you can contact us using the contact details provided on our main service information and booking documents.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details, such as your name, address, service location address, email address, telephone number and any contact preferences you provide to us.

Service and booking information, such as details of your rubbish clearance enquiry, the type and volume of waste, preferred dates and times for collection, access instructions, photographs you choose to send us to help with quotations, and records of services carried out at your premises.

Billing and payment information, such as invoice details, payment status, amounts charged and any relevant transaction references. Payment card data may be processed on our behalf by secure payment processors, and we do not store full card details on our own systems.

Communication records, such as emails, text messages, call notes, online forms and any other correspondence you have with us. This includes complaints, service feedback and any requests you make to exercise your data protection rights.

Technical data, such as basic information about how you access our online content and forms, including the date and time of your visit, device type, and general location information derived from your IP address. We use this information to improve our services and maintain security.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, email, online form, message, or in person. We also collect data when you request a quote, make or amend a booking, or use our services at your property or business premises.

We may receive additional information from third parties where this is necessary to provide our services. Examples include referral partners, commercial managing agents, landlords, or other parties who ask us to arrange collections at specific addresses. In these cases we only collect the information strictly required to deliver the service.

Lawful Bases For Processing

We only process your personal data when we have a lawful basis to do so. Depending on the circumstances, we may rely on the following legal grounds:

Contract. We process your data where it is necessary to enter into or perform a contract with you, for example to provide a rubbish clearance service, arrange collections, issue invoices and manage your bookings.

Legal obligation. We process certain data to comply with our legal duties, including waste transfer record keeping, tax and accounting requirements, and responding to lawful requests from competent authorities.

Legitimate interests. We process personal 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 managing and improving our operations, handling queries and complaints, keeping appropriate business records, and promoting our services to existing customers in a proportionate manner.

Consent. In limited cases we may rely on your consent, for example for specific types of direct marketing or optional communications. Where we rely on consent you can withdraw it at any time by contacting us using our published contact details.

How We Use Your Personal Data

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

To provide and manage our services. This includes assessing your enquiry, preparing and providing quotes, arranging access to your premises, carrying out collections, and managing follow up visits where needed.

To manage customer relationships. We use your contact details and communication history to respond to your questions, handle complaints, provide service updates, and keep accurate records of our interactions with you.

To process payments and accounting. We use relevant data to issue invoices, record and allocate payments, manage outstanding balances, and maintain accurate financial and tax records.

To maintain safety and legal compliance. This includes documenting waste movements and collections where required by law, maintaining health and safety records, and retaining evidence of services provided at specific locations.

To improve our services. We may analyse non sensitive data such as service patterns and feedback to enhance our operations, understand demand in different parts of the Soho area, and make our booking processes more efficient.

To send permitted marketing. Where allowed by law and where you have not opted out, we may use your contact details to send information about similar services that may be relevant to you. You can object to such communications at any time.

Data Sharing and Processors

We do not sell your personal data. We may share your information with trusted third parties who act as data processors on our behalf, or as independent controllers where necessary. These may include:

Payment processors and banks who handle card payments and other financial transactions securely on our behalf.

IT and communication service providers who supply systems such as email hosting, customer management tools, cloud storage and telephony services.

Operational partners and subcontractors who support our service delivery, for example additional clearance teams, specialist waste facilities, and logistics providers. These parties only receive the limited information needed to perform their tasks.

Professional advisers such as accountants, auditors and legal advisers, where access to personal data is strictly necessary for the services they provide.

Public authorities, regulators and law enforcement bodies where we are legally required to share information, or where sharing is necessary to protect our rights or the rights and safety of others.

Whenever we use data processors, we ensure they are bound by written contracts that require them to keep your data secure, act only on our instructions, and comply with data protection law.

International Data Transfers

Our core services are based in the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as approved standard contractual clauses or equivalent legal protections, to keep your data secure.

Data Retention

We keep your 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.

Service and booking records, including contact details and details of collections, are generally retained for up to seven years from the date of the last service. This reflects our obligations for tax, accounting and contractual record keeping, and provides evidence in case of queries or disputes.

Enquiry records for customers who do not go on to use our services may be retained for a shorter period, typically up to two years, unless a longer period is justified, for example where a complaint or claim is in progress.

We may anonymise data so that it no longer identifies you, in which case we may use this information indefinitely without further notice.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration or disclosure. These measures include access controls, secure storage, staff training, and procedures to respond promptly to any suspected data breach.

Your Data Protection Rights

You have a number of rights in relation to the personal data we hold about you, subject to certain legal conditions and exemptions. These rights include:

Right of access. You can request confirmation that we process your personal data and obtain a copy of that data, together with information about how we use it.

Right to rectification. You can ask us to 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 purposes for which it was collected and we have no other legal basis to retain it.

Right to restriction. You can ask us to restrict the processing of your personal data in specific situations, for example while we are considering a request to rectify or erase your data.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities. We will stop processing your data unless we have compelling legitimate grounds to continue or where it is needed for legal claims.

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

If you wish to exercise any of these rights, please contact us using our published contact details. We may need to confirm your identity before responding to your request.

Complaints

If you have concerns about how we handle your personal data, we would encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK supervisory authority for data protection.

Changes To This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, legal obligations or how we process personal data. Any significant changes will be explained in an updated version, and the revised notice will apply from the date it is published. We encourage you to review this Privacy Notice periodically to stay informed about how we protect your information.