Privacy Notice

Who we are

This service operates under the name Halcyon Clearance. The data controller for this project is Matthew Short trading as Halcyon Clearance, operating out of Newport, South Wales (NP20 area).

What we collect, and why

If you use the quote request form on this site, we ask for:

• Contact details — name, phone number, and/or email address, so we can get back to you with a quote.
• Job address / postcode — to work out collection area and drive time.
• Photos of the waste — to estimate load size and price the job accurately.
• Details you type about the job — e.g. what's being cleared, access notes, preferred dates.

We do not ask for payment card details, and we do not collect any data automatically via cookies or tracking scripts beyond what's strictly needed to run the form (see "Cookies" below).

If you register your interest before we open

Halcyon Clearance starts collections in mid-October 2026. Before then you can ask us to keep you posted using our register-interest form. If you do, we ask for:

• Your name, and your company name if you have one — so we know who you are.
• Email address and phone number — so we can tell you when we open.
• Postcode — to check you're inside the area we'll cover.
• Roughly how much waste you expect each week — a rough band, not a precise figure, so we can plan capacity.

This is a separate list from a quote request, and we treat it separately. We use it for one thing: to contact you about our launch and the trade rate we've offered you. We will not add you to any other marketing, and we will not pass your details to anyone else.

If you join our referral scheme

Shops, merchants and trades can join our referral scheme and earn commission on work they send us. That is a third, separate list — not a quote and not the register-interest list — because a referral partner is somebody we may end up paying, not somebody we quote. If you join, we ask for:

• Your name and your business name — the business name is required, because commission is owed to a business.
• Email address and phone number — so we can set you up and settle what you're owed.
• Postcode — to check you're inside the area we cover.
• What kind of business you run — a category from a list, so we send you the right cards and flyers.

We use it to run the scheme: to contact you, to get your flyers and cards to you, and to credit and pay referrals. We will not add you to any other marketing, and we will not pass your details to anyone else. If commission is actually paid, the payment record becomes part of our accounts and is kept for the same 6 years as any other financial record.

Why we process it (lawful basis)

We process your contact details, job information, and photos under UK GDPR Article 6(1)(b) — steps taken at your request prior to entering a contract (i.e. giving you a quote) — and, where a job proceeds, to perform that contract. Where we contact you about the quote itself, that's also a legitimate interest (Article 6(1)(f)) in responding to enquiries you've made.

For the register-interest list, the basis is different: you have asked us to contact you, so we rely on your consent (Article 6(1)(a)). You can withdraw it at any time by emailing us, and we'll remove you from the list.

For the referral scheme, joining is a request to enter an arrangement with us, so we rely on Article 6(1)(b) — steps taken at your request prior to entering a contract, and then performing it. Once we have actually paid you commission, we also have a legal obligation (Article 6(1)(c)) to keep the payment record for tax purposes. You can leave the scheme at any time by emailing us; we'll stop contacting you, but we cannot delete a payment record we're required to keep.

How long we keep it

These are our standard retention periods; we review them periodically and will update this notice if they change.

Who else sees it

We use the following processors to run this site and store your data:

• Google Firebase (Firestore database, Hosting, Authentication) — data is hosted in the europe-west2 (London) region where configured. Firebase is Google's cloud platform; see Firebase's privacy documentation.
• Square — our card payment processor. No payment is being taken yet: we open in mid-October 2026, and until then Square processes nothing for us. From launch, when you pay to book a collection, your card details are entered directly into Square's payment form and never reach our own systems; see Square's privacy policy.

We do not sell your data, and we do not currently use any SMS/calling service (e.g. Twilio).

Your rights

Under UK GDPR, you have the right to:

• Ask what personal data we hold about you, and get a copy of it (right of access)
• Ask us to correct inaccurate data (right to rectification)
• Ask us to delete your data (right to erasure), including any photos you've submitted
• Object to, or ask us to restrict, how we use your data
• Complain to the Information Commissioner's Office (ICO) if you're unhappy with how we've handled your data

Contact

To ask about your data or exercise any of the above rights, contact: hello@halcyonclearance.co.uk.

Cookies

This site does not use advertising or tracking cookies. It may use strictly functional browser storage (e.g. to keep a quote-in-progress from being lost on refresh) — nothing that identifies you beyond what you've typed into the form.