House Clearance Roehampton Privacy Policy

This Privacy Policy explains how House Clearance Roehampton collects, uses, stores, shares and protects your personal data when you use our services. It applies to all House Clearance Roehampton customers and prospective customers in our service area, including people who contact us by phone, email, website forms or any other communication channel.

House Clearance Roehampton is committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. We act as the data controller for the personal data described in this Privacy Policy.

Personal data we collect

We collect and process only the personal data that is relevant for providing our house clearance and related services. The types of personal data we may collect include:

Contact details such as your name, address, telephone number and email address, so that we can communicate with you and attend your property.

Service information such as details about the property to be cleared, access arrangements, parking information, instructions regarding items to remove or keep, and any photographs you choose to send to help us provide a quotation or plan the service.

Communication records including emails, text messages, call notes and enquiry forms, so that we can manage your enquiry, provide quotations and keep a record of what has been agreed.

Billing and payment information such as invoice details, payment status and payment method. If card payments are taken through a payment processor, we normally receive only limited card information necessary to confirm the transaction and do not store full card details ourselves.

Website and technical data such as your IP address, device information and basic usage data when you visit our website. This may be collected through server logs and similar technologies, primarily to ensure the security and proper functioning of the website and to understand general usage patterns.

How we collect your personal data

We collect personal data directly from you when you contact us by phone, email, website form, messaging service or in person, when you request a quotation or book a service, or when you interact with our staff at your property.

We may also receive personal data from third parties where they lawfully share it with us, for example when an estate agent, landlord, solicitor, local authority or family member contacts us on your behalf to arrange a house clearance. In such cases, we treat the data with the same level of protection as if it were provided directly by you.

Lawful basis for processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following bases:

Contract: We process your personal data where it is necessary to enter into a contract with you or to perform a contract, such as providing quotations, booking a clearance, carrying out the service and handling payments.

Legitimate interests: We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing and improving our services, responding to enquiries, maintaining records, preventing fraud and ensuring the safety and security of our staff and customers.

Legal obligation: We may process certain data where we are legally required to do so, for example to comply with tax, accounting, waste disposal, law enforcement or regulatory requirements.

Consent: In limited situations, we may rely on your consent, for example if we wish to send you optional marketing communications by email or text. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided at the end of this Privacy Policy.

How we use your personal data

We use your personal data for the following purposes:

To respond to your enquiries, provide quotations and discuss your requirements.

To schedule and perform house clearance and related services at your property.

To manage our relationship with you, including sending confirmations, updates and service-related messages.

To issue invoices, process payments and manage accounts and refunds.

To maintain internal records for administration, accounting and regulatory compliance.

To improve our services, monitor service quality and train staff.

To handle complaints, disputes or claims and to enforce our terms and conditions.

To protect our business, staff, customers and property, including for security and fraud prevention purposes.

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 or independent controllers, but only where this is necessary and lawful.

Service providers and processors: We may use external providers to support our business operations, such as information technology hosting and support, communications tools, payment processing companies, accounting services and secure document storage. These providers act as data processors and are only allowed to process your data on our instructions, under a written contract, and must keep it secure and confidential.

Professional advisers: We may share data with our accountants, insurers, legal advisers or other professional advisers where this is necessary for advice, insurance cover, legal claims or compliance.

Other third parties: In some cases, we may need to share information with landlords, estate agents, solicitors, executors, local authorities or other relevant parties where they are involved in arranging or authorising the clearance of a property.

Authorities: We may disclose personal data to law enforcement agencies, regulators, courts or other public bodies where required by law or where necessary to protect our legal rights or the rights and safety of others.

If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in line with applicable data protection laws.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including meeting any legal, accounting or reporting requirements.

In general, enquiry and service records, invoices and communications are retained for up to six years from the end of our relationship with you, to comply with tax and accounting obligations and to deal with any potential queries or disputes.

Where we hold data that is no longer required for these purposes, we will securely delete, anonymise or otherwise remove it from our systems. Retention periods may vary depending on the type of data, the nature of the service provided and any applicable legal obligations.

We store personal data in secure systems and take reasonable technical and organisational measures to protect it against unauthorised access, loss, misuse or disclosure. While we work to protect your data, no system can be guaranteed as completely secure, and you should take care when sharing information with us through email or other channels.

Your data protection rights

As a customer or prospective customer of House Clearance Roehampton in our service area, you have a number of rights in relation to your personal data, subject to certain legal conditions and exceptions. These rights include:

The right of access: You can request confirmation that we process your personal data and obtain a copy of the information we hold about you.

The right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.

The right to erasure: In some 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 legal reason to retain it.

The right to restriction: You can ask us to restrict the processing of your data in certain situations, for example while we are considering a request to rectify or erase it.

The right to object: You may object to our processing of your personal data based on legitimate interests, including profiling, on grounds relating to your particular situation. We will stop the processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

The right to data portability: In certain circumstances, you can request that we provide the personal data you have given us in a structured, commonly used and machine-readable format, or ask us to transmit it to another controller where technically feasible.

Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

Exercising your rights and contacting us

If you wish to exercise any of your rights or have questions about this Privacy Policy or how we handle your personal data, you can contact House Clearance Roehampton using the contact details available through our usual customer communication channels. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner's Office, if you are unhappy with how we have handled your personal data. We encourage you to contact us first so we can try to resolve any concerns.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. Any updated version will apply to all House Clearance Roehampton customers and prospective customers in our service area from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.