Office Clearance, trading as Site Solutions (ENV), (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data when you visit our website or use our office clearance services in London.
The Data We Collect
We may collect and process the following information:
- Contact Information: Name, business name, email address, and phone number.
- Service Details: Site address, photographs of items to be cleared, and building access instructions.
- Technical Data: IP address, browser type, and cookies (There’s no cookie policy page).
- Compliance Data: Information required for Waste Transfer Notes and Certificates of Destruction.
How We Use Your Data
We use your information to:
- Provide accurate quotes and schedule clearances.
- Communicate with you regarding your booking.
- Issue legal waste documentation and invoices.
- Comply with legal obligations (e.g., Environment Agency record-keeping).
- Improve our website and customer service experience.
Legal Basis for Processing
Under the UK GDPR, we process your data because:
- Contractual Necessity: We need the data to fulfil our service agreement with you.
- Legal Obligation: We must keep records of waste disposal for environmental regulators.
- Legitimate Interests: To respond to enquiries and manage our business operations.
Data Sharing and Third Parties
We do not sell your data. We only share information with:
- Sub-contractors: Such as specialised recycling facilities or secure data shredding partners (only when necessary to complete your clearance).
- Regulatory Bodies: If required by the Environment Agency or other legal authorities.
- Payment Processors: To securely process your transaction.
Secure Data Destruction Services
If we are contracted to destroy sensitive data (hard drives, paper archives, etc.):
- Vetted professionals handle the data.
- We maintain a strict chain of custody.
- Once destroyed, a Certificate of Destruction is issued, and we do not retain any copies of the destroyed data.
Data Retention
We keep your personal data only as long as necessary:
- Service Records: Kept for 2 years (minimum) to comply with Waste Transfer Note regulations.
- Financial Records: Kept for 6 years to comply with UK tax laws.
Your Rights
Under UK law, you have the right to:
- Request access to the personal data we hold about you.
- Request the correction of inaccurate data.
- Request the deletion of your data (where we have no legal obligation to keep it).
- Withdraw consent for marketing communications at any time.
Security
We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, or destruction. This includes secure servers and encrypted communication for digital documentation.
Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please get in touch with us –
Office Clearance
Email: info@officeclearance.com
Address: Unit T14 Leyton Industrial Village,
Argall Avenue, London, E10 7QP
Phone: 0203 386 2652
