Privacy Policy

This policy explains how ClearOut Solutions Limited handles personal information when you visit the website, request a quote, contact the team or book a waste collection.

01

Only what is useful

We collect contact, job and technical information that is reasonably needed to answer enquiries, provide services and protect the Website

02

Purpose-led handling

Each use has a stated purpose and lawful basis. We do not sell personal information.

03

Choices and rights

You can managenon-exempt cookies, object to direct marketing and exercise yourdata-protection rights.

Who we are and scope
Personal information we collect
How we receive information
Why we use information and lawful bases
Cookies and similar technologies
Who we share information with
International transfers
Retention
Security
Your rights
Data-protection complaints
Children and automated decisions
Changes and contact

1.Who we are and scope

ClearOut Solutions Limited, trading as ClearOut Solutions, is the controller responsible for the personal information described in this policy.

Detail	Information
Company	ClearOut Solutions Limited – company number 14975240
Registered office	Suite G04, 1 Quality Court, Chancery Lane, London, England, WC2A 1HR
Website	https://clearoutsolutions.co.uk/
Privacy email	clearoutsolutions@outlook.com
Telephone / WhatsApp	+44 7565 940321

This policy covers website visitors, people who enquire or book, customers and business contacts. It does not govern third-party websites or platforms that have their own privacy notices, including WhatsApp or other services opened from a link.

2.Personal information we collect

Category	Examples
Identity and contact	Name, email address, telephone number, preferred contact channel and, for business enquiries, organisation and role.
Job and property	Collection address or site location, access information, waste description, item quantities, timing, parking information, photographs and instructions you choose to provide.
Enquiry and communications	Form entries, emails, call or message details, quote history, booking confirmations, feedback, complaints and records of agreed changes.
Customer and transaction	Services supplied, dates, charges, invoices, payment status and accounting records. We should not retain full payment-card details when payment is handled by a payment provider.
Website and device	IP address, browser and device type, pages viewed, approximate location derived from IP, referring page, timestamps, error and security logs, and cookie or consent choices.
Preference and marketing	Whether you wish to receive updates, your consent record, and any objection, unsubscribe or suppression record.

3.How we receive information

We may receive personal information:

directly from you through the website form, email, telephone, WhatsApp, photographs, a quote request or a booking;
from a landlord, tenant, property agent, contractor, employer or other person arranging a collection, where they are authorised to provide the relevant details;
automatically from the website, server, security tools and permitted storage or access technologies; and
from public sources or service partners where necessary to verify a business, address, access condition, payment or legal requirement.

If you provide another person’s information, you should have authority to do so and tell them that their details have been shared with ClearOut Solutions.

4.Why we use information and lawful bases

Purpose	Information used	Lawful basis
Answer an enquiry and prepare a quote	Identity, contact, job/property and communications	Steps requested before entering a contract; legitimate interests for business enquiries and efficient administration.
Confirm, schedule and perform a collection	Contact, address, access, waste details, communications and transaction records	Performance of a contract; legitimate interests where the customer is an organisation rather than the individual contact.
Take payment, invoice and keep financial records	Customer and transaction information	Contract, legal obligations, and legitimate interests in managing accounts and preventing loss.
Provide customer service and handle complaints	Contact, job history, communications and supporting evidence	Contract, legal obligations and legitimate interests in resolving issues and improving service.
Protect people, property, systems and legal rights	Access, communications, technical logs and relevant evidence	Legal obligations and legitimate interests in safety, fraud prevention, security and establishing or defending legal claims.
Operate, measure and improve the website	Website, device, consent and limited usage information	Legitimate interests and, for storage/access technologies, consent or a PECR exception where applicable.
Send marketing or service updates	Contact and preference information	Consent, or legitimate interests where permitted, together with the Privacy and Electronic Communications Regulations. You can object or unsubscribe at any time.

Purpose	Information used	Lawful basis
Comply with authorities and regulators	Relevant contact, job, transaction and communication records	Legal obligation, recognised legitimate interests or legitimate interests, depending on the request and applicable law.

Where we rely on legitimate interests, we consider the purpose, necessity and impact on the individual. Where we rely on consent, you may withdraw it at any time without affecting processing that was lawful before withdrawal.

5.Cookies and similar technologies

The website may use cookies, local storage, pixels, scripts or similar storage and access technologies. The website should display clear information about the technologies currently in use and provide controls where consent is required.

Type	Purpose	Control
Strictly necessary	Security, form delivery, load balancing, session continuity and remembering privacy choices.	Used where necessary for a requested service or another legal exception applies. No optional consent is required, but information must still be clear.
Preferences and functionality	Remembering choices or providing a feature requested by the visitor.	Consent or an applicable exception under current PECR rules, depending on purpose and safeguards.
Measurement and analytics	Understanding visits, errors and website performance.	Consent unless a specific statistical or other PECR exception applies and its conditions are met.
Advertising or cross-site tracking	Personalised advertising, profiling or campaign tracking across services.	Prior consent. These technologies should remain off until consent is given.

Non-exempt technologies must not be set before valid consent. Refusing must be as easy as accepting.
You can change or withdraw a cookie choice through the website’s cookie-settings control. Browser controls may also delete or block technologies, but can affect website features.
The cookie list and third-party names should be kept current whenever plugins, analytics, maps, videos, chat, advertising or form tools change.

6.Who we share information with

We share personal information only where reasonably necessary, including with:

Recipient category	Why information may be shared
Website and communications providers	Hosting, WordPress/website infrastructure, form delivery, email, telephone and messaging providers. If you choose WhatsApp, WhatsApp/Meta processes information under its own privacy terms.
Operational suppliers	Authorised team members, drivers, subcontractors, recycling or disposal facilities, parking or access providers, where information is needed to perform the collection.
Payments and administration	Banks, payment processors, accounting, invoicing, insurance and record-management providers.
Professional advisers	Accountants, insurers, IT and security advisers, legal advisers and claims handlers, subject to professional or contractual confidentiality.
Authorities and legal recipients	Courts, regulators, tax authorities, Environment Agency, police or other bodies where disclosure is required or lawfully justified.
Business change	A genuine prospective buyer, investor or successor in a merger, sale or reorganisation, with proportionate confidentiality and due diligence controls.

7.International transfers

Some website, email, messaging, analytics or support providers may store or access information outside the United Kingdom. Where a restricted transfer occurs, we will use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or an approved addendum, and complete any required transfer risk assessment. We may also rely on a specific legal exception where appropriate.

You may contact us for more information about the safeguards relevant to your information. Third-party services you choose to use directly may also make their own transfers under their privacy notices.

8.How long we keep information

We keep information only for as long as reasonably needed for the purpose, legal obligations, safety, accounting or a potential claim. The following are working retention periods and should be applied through regular reviews:

Record	Typical period
Enquiry not converted into a job	Up to 12 months after the last meaningful contact, unless needed for a complaint, consent record or legal issue.
Quote, booking and completed-job records	Normally 6 years after completion or the last relevant transaction, to manage accounts, service history and potential claims.

Record	Typical period
Invoices, payments and tax/accounting records	At least the period required by tax and company law; commonly 6 years for relevant business records.
Complaints, incidents and disputes	Normally 6 years after closure, or longer where a claim, investigation or legal requirement continues.
Marketing contact and consent	Until you unsubscribe or consent is withdrawn; inactive marketing records should be reviewed at least every 24 months. A minimal suppression record may be kept to respect an opt-out.
Website logs and cookie records	For the period shown in the current cookie/settings information or a shorter security period; consent records may be kept as evidence of the choice.
Photographs	Unsuccessful-enquiry images normally up to 12 months; job evidence may follow the job-record period. Promotional use requires a suitable lawful basis and should stop when consent is withdrawn where consent is relied on.

Information may be retained longer where law requires it, where a dispute or investigation is active, or where secure deletion is not immediately possible in a protected backup. When the need ends, information is deleted, anonymised or isolated until safe deletion.

9.Security

We use proportionate technical and organisational measures designed to protect confidentiality, integrity and availability. These may include access controls, strong authentication, device and account security, secure transmission, backups, supplier checks, staff guidance and incident procedures.

No internet transmission or storage system is completely secure. If a personal-data breach creates a risk that requires notification, we will assess it and notify the ICO and affected individuals as required by law.

10.Your data-protection rights

Right	What it means
Be informed	Receive clear information about how your personal information is used.
Access	Ask for a copy of personal information we hold about you, subject to lawful limits.
Rectification	Ask us to correct inaccurate or incomplete information.
Erasure	Ask us to delete information where there is no overriding lawful reason to keep it.
Restriction	Ask us to limit use of information in certain circumstances.
Object	Object to processing based on legitimate interests and object at any time to direct marketing.
Portability	Receive or transfer information you provided where processing is automated and based on consent or contract.
Withdraw consent	Withdraw consent at any time where consent is the lawful basis.
Automated decisions	Ask for safeguards relating to solely automated decisions with legal or similarly significant effects, where applicable.

To exercise a right, email clearoutsolutions@outlook.com or write to the registered office. State the right you wish to exercise and provide enough detail to locate the relevant records. We may request proportionate proof of identity or authority. There is normally no fee, although the law allows limited exceptions for manifestly unfounded or excessive requests.

11.Data-protection complaints

You can raise a data-protection complaint by emailing clearoutsolutions@outlook.com with the subject Data protection complaint, or by writing to the registered office. Explain what happened, the outcome you want and any relevant dates or reference details.

We will acknowledge a data-protection complaint within 30 days, investigate it without undue delay, keep you appropriately informed and communicate the outcome without undue delay. A complaint is separate from a data-rights request, even if both concern the same events.

12.Children and automated decisions

The website and waste-removal services are not directed to children. A person arranging a service should be at least 18 or have appropriate authority. If we learn that a child has submitted personal information without appropriate involvement, we will take proportionate steps to delete or restrict it. The website is not currently intended to make solely automated decisions that produce legal or similarly significant effects. If that changes, we will explain the logic, significance, expected consequences and available safeguards before the processing begins

13.Changes and contact

We will update this policy when our forms, suppliers, cookies, services, data uses or legal duties change. The effective date on the cover identifies the current version. Material changes should be highlighted through the website or directly where appropriate.

Privacy contact	Details
Email	clearoutsolutions@outlook.com
Telephone / WhatsApp	+44 7565 940321
Post	ClearOut Solutions Limited, Suite G04, 1 Quality Court, Chancery Lane, London, England, WC2A 1HR

Official reference points

Prepared for website publication from public information and the visible enquiry workflow available on 20 August 2026. The policy should be checked against the company’s actual suppliers, cookie scan, retention practice and contracts before publication and after material change.