Last reviewed: 4 June 2026
1. Who we are
EcoClear ("we", "us", "our") is the trading name of EcoClear Ltd, a private limited company registered in England & Wales under company number 15701341. Our registered office is at 21 Prince Rd, Kings Norton, Birmingham, B30 3HB.
For all data protection matters, contact us at hello@ecoclear.co.uk or call 0330 043 2133.
We are a licensed waste carrier registered with the UK Environment Agency under registration number CBDU551052.
2. What data we collect
When you submit a quote enquiry or book a collection with us, we collect:
- Contact details: your name, phone number, email (if provided), postcode, collection address
- Service details: the type of waste removal you need (sofa, furniture, house clearance, etc.), volume, access notes, preferred date and time
- Communications: when our team rings you back after your enquiry, we record the call for quality, training, and dispute-resolution purposes (notified at the start of the call); we also retain SMS conversation history
- Payment information: for completed jobs only; processed via our payment provider — we do not store card details on our servers
- Website analytics: anonymous usage data (page views, referrer) via Cloudflare
3. Why we collect it (lawful basis)
We process your personal data on the following UK GDPR lawful bases:
- Performance of a contract: to provide the waste removal service you requested — quoting, booking, scheduling, collecting, invoicing
- Legitimate interests: to follow up on enquiries that don't book immediately (up to 14 days), to improve our service quality, to handle complaints
- Consent: for any marketing communications (promotional offers, seasonal campaigns) — you opt in at the form stage and can withdraw at any time by replying STOP to any SMS or emailing us
- Legal obligation: to retain transfer notes for hazardous and non-hazardous waste under UK Environmental Protection Act 1990 and Waste Regulations 2011
4. Who we share data with (sub-processors)
EcoClear uses the following third-party processors to deliver our service. Each is contractually bound to UK GDPR equivalent terms:
| Processor | Purpose | Data shared | Location |
|---|---|---|---|
| GoHighLevel (HL Pro Tools LLC) | CRM, scheduling, SMS dispatch | Contact details, service enquiries, booking history | USA (EU-US Data Privacy Framework certified) |
| Twilio Ireland Ltd | SMS messaging & voice call infrastructure | Phone numbers, SMS content, call metadata | EU (Ireland) |
| Vapi Inc. | AI voice assistant for initial enquiry callbacks | Phone numbers, call transcripts, audio recordings | USA (Standard Contractual Clauses in place) |
| Cloudflare Inc. | Website hosting & security (form submission) | Form submission data, IP addresses | UK / EU edge servers |
| 11labs Inc. | Text-to-speech voice generation for AI callbacks | Text content only (no personal data persisted) | USA |
| Anthropic / OpenAI | Natural language understanding for AI callbacks | Conversation content (transient, not used for training) | USA |
We do not sell your data to anyone. We do not share data with advertisers or marketing networks.
5. How long we keep it
- Booked customers: 7 years from the date of the last job (HMRC business record retention requirement)
- Quote enquiries that didn't book: 24 months from last contact
- Call recordings: 90 days, then automatically deleted
- SMS message history: 12 months, then automatically deleted
- Marketing consent records: 24 months from last activity, then automatically deleted
You can request earlier deletion at any time (see Your Rights below) — we will comply where not legally obliged to retain (e.g. tax records).
6. Your rights
Under UK GDPR you have the right to:
- Access a copy of the data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data ("right to be forgotten"), subject to legal retention obligations
- Restrict or object to our processing
- Portability — receive your data in a structured, commonly-used format
- Withdraw consent at any time for marketing communications
- Complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint
To exercise any of these rights, email hello@ecoclear.co.uk. We respond within 30 days (usually within 7).
7. Cookies
Our website (quote.ecoclear.co.uk) uses minimal cookies:
- Strictly necessary: Cloudflare bot-mitigation cookies (no consent required under PECR)
- Form embed: the GoHighLevel form on this page may set session cookies to maintain your form state
We do not use Google Analytics, Meta Pixel, or any third-party advertising cookies.
8. Security
We protect your data using:
- TLS 1.3 encryption on all web traffic (HTTPS everywhere)
- Encrypted storage at rest with all our sub-processors
- Access controls — only authorised EcoClear team members can view your data
- Regular security audits of our sub-processor chain
If a personal data breach occurs that's likely to result in a risk to your rights, we will notify the ICO within 72 hours and you directly if the risk is high.
9. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be notified by email (if we have your address) or via a banner on our website. The "Last reviewed" date at the top reflects the most recent revision.
10. Contact & complaints
- By email: hello@ecoclear.co.uk
- By phone: 0330 043 2133
- By post: EcoClear Ltd, 21 Prince Rd, Kings Norton, Birmingham, B30 3HB
- ICO complaint: ico.org.uk/make-a-complaint