1. Who we are
Clearfields Estate Services is a trading name of Painless Removals Ltd (Company No. 13774359), registered at 290–294 Southmead Road, Westbury-on-Trym, Bristol BS10 5EN. We are the data controller for the personal data described in this notice.
You can reach us about anything in this notice by email athello@clearfields.co.uk or by phone on0117 287 0575.
2. What we collect
Depending on how you interact with us, we may collect:
- Enquiry details — your name, phone number, email address, the property’s postcode or area, and anything you tell us about the clearance (situation, timeframe, message).
- Estimate calculator answers — property size, optional add-ons, and timing, used to produce an indicative figure and to follow up.
- Instruction & clearance records — where you proceed, the information needed to deliver and document the work (including the itemised inventory, Found Valuables Log and before/after photographs).
- Technical data — limited, non-identifying information your browser sends (e.g. error reports and security-check signals) so the site stays reliable.
We do not knowingly collect special-category data, and we don’t ask for payment card details through this website.
3. Why we use it & lawful basis
- To respond to your enquiry and prepare a quote — our legitimate interests (and steps to enter into a contract at your request).
- To deliver a clearance you instruct — performance of our contract with you.
- To meet legal and regulatory duties — e.g. waste-carrier record-keeping and tax/accounting — our legal obligations.
- To keep the site and your submissions secure — our legitimate interests in preventing fraud and abuse.
We only send marketing if you have asked us to or where the law otherwise allows it, and you can opt out at any time.
5. International transfers
Some of our providers (such as Cloudflare and Resend) may process data on servers outside the UK. Where they do, the transfer is protected by appropriate safeguards — such as UK adequacy regulations or the International Data Transfer Agreement / Addendum.
6. How long we keep it
- Enquiries that don’t proceed — kept for up to 12 months, then deleted, unless you ask us to remove them sooner.
- Clearance records — kept for up to 7 years after completion to meet tax, insurance and waste-compliance obligations, then securely deleted.
8. Your rights
Under UK data-protection law you have the right to:
- be told how your data is used (this notice);
- request a copy of the data we hold about you (access);
- have inaccurate data corrected;
- ask us to erase your data, or to restrict or object to our use of it;
- data portability, where applicable; and
- withdraw consent at any time, where we rely on it.
To exercise any of these, email hello@clearfields.co.uk. We will respond within one month and won’t charge a fee in most cases.
9. How we protect it
We take appropriate technical and organisational measures to protect your data — including encrypted connections, access controls, and limiting the information our systems log. We never send your name, message or contact details to our error-monitoring logs.
10. Complaints
If you’re unhappy with how we’ve handled your data, please contact us first athello@clearfields.co.ukso we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) atico.org.uk.
11. Changes to this notice
We may update this notice from time to time. The “last updated” date above shows when it last changed; please check back occasionally.
12. How to contact us
- Email: hello@clearfields.co.uk
- Phone: 0117 287 0575
- Post: Painless Removals Ltd, 290–294 Southmead Road, Westbury-on-Trym, Bristol BS10 5EN