Last updated: 9 June 2026 | Version 1.1
This policy explains what personal data Cleanminster Ltd collects, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are (Data Controller)
Cleanminster Ltd is the data controller for personal data collected through this website and through our business operations.
| Company name | Cleanminster Ltd |
| Registered in | England & Wales |
| info@cleanminster.co.uk | |
| Phone | +44 7440 200202 |
| Service area | South London |
| ICO registration | Pending registration — we are required to register with the ICO as we process personal data. Our registration number will be published here once issued. |
We do not have a designated Data Protection Officer (DPO) as we are not required to appoint one under UK GDPR Article 37. All data protection queries should be directed to info@cleanminster.co.uk.
2. What Personal Data We Collect
We collect only the personal data necessary to provide our services and operate this website. This may include:
| Category | Data types | Source |
|---|---|---|
| Identity data | First name, last name, full name | Provided by you via forms or direct contact |
| Contact data | Email address, telephone number, postal address (if given) | Provided by you via forms or direct contact |
| Enquiry & service data | Service requirements, messages, quote requests, preferred dates, property type | Provided by you via forms, phone, or email |
| Technical data | IP address, browser type and version, operating system, device type, time zone | Automatically collected when you visit our website |
| Usage data | Pages visited, time on site, referral source, clicks (analytics — only with your consent) | Automatically collected via cookies with your consent |
Special category data: We do not collect or process special category data (e.g. health information, ethnicity, religion) through this website.
Children: Our services are not directed at children under 18. We do not knowingly collect personal data from children.
3. Lawful Basis for Processing
We process your personal data only where we have a lawful basis under UK GDPR Article 6. The basis depends on the purpose:
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and providing quotes | Legitimate interests (Article 6(1)(f)) — it is in our and your legitimate interest to respond to your enquiry. Where an enquiry leads to a contract, performance of that contract (Article 6(1)(b)). |
| Delivering cleaning services under an agreed contract | Performance of a contract (Article 6(1)(b)) |
| Sending service-related communications (booking confirmations, reminders) | Performance of a contract (Article 6(1)(b)) |
| Website analytics (understanding how the site is used) | Consent (Article 6(1)(a)) — only collected after you accept analytics cookies |
| Complying with legal obligations (accounting records, tax) | Legal obligation (Article 6(1)(c)) |
| Protecting our legal rights and interests | Legitimate interests (Article 6(1)(f)) |
Where we rely on legitimate interests, we have conducted a legitimate interests assessment and concluded our interests do not override your fundamental rights and freedoms.
4. How We Use Your Data
- To respond to your enquiry and provide the information or quote you have requested
- To provide and manage cleaning services you engage us for
- To send booking confirmations and service reminders
- To send marketing communications about our services, where you have expressly consented
- To analyse how visitors use our website in order to improve it (analytics cookies, consent only)
- To comply with our legal and regulatory obligations
- To protect our legal rights and defend against legal claims
We will never sell, rent, or trade your personal data to any third party for their marketing purposes.
5. Data Sharing and Third-Party Processors
We share personal data only where strictly necessary. Where we use third-party processors, we ensure they are bound by appropriate data processing agreements and offer adequate safeguards:
| Recipient | Purpose | Location | Safeguard |
|---|---|---|---|
| Web hosting provider (Hostinger / Local server) | Hosting this website and storing enquiry data | EEA / UK | Data Processing Agreement in place |
| Email service provider | Delivering transactional emails (enquiry notifications) | EEA / UK | Data Processing Agreement in place |
| Google LLC (Google Analytics) | Website usage analytics — only with your consent | USA | EU Standard Contractual Clauses; IP anonymisation enabled |
| HM Revenue & Customs / legal authorities | Compliance with legal obligations; responding to lawful requests | UK | Legal obligation |
No personal data is transferred outside the UK/EEA except to Google (Analytics, consent-gated) under Standard Contractual Clauses approved under the UK International Data Transfer Agreement (IDTA) framework.
6. Data Retention
We retain personal data for no longer than necessary for the purposes for which it was collected:
| Data type | Retention period | Reason |
|---|---|---|
| Enquiry and quote data (non-converting) | 6 months from receipt | To follow up if needed; deleted once no longer relevant |
| Customer service records (converting enquiries) | 3 years from last service date | Business records; legitimate interests |
| Financial and invoice records | 6 years from the relevant tax year | Legal obligation under HMRC rules |
| Marketing consent records | Until consent is withdrawn + 1 year | Evidence of consent |
| Website analytics data (Google Analytics) | As per your Google Analytics account retention settings (typically 14–26 months) | Service improvement |
| Cookie consent records | 13 months (duration of the consent cookie) | Evidence of consent |
When data reaches the end of its retention period, it is securely deleted or anonymised.
7. Cookies
We use cookies and similar technologies. For full details of every cookie we set, its purpose, and how to control it, please see our Cookies Policy.
You can update your cookie preferences at any time: Cookie Settings.
8. Your Rights Under UK GDPR
You have the following rights in relation to the personal data we hold about you. These rights are not absolute and may be subject to exceptions under UK GDPR:
| Right | What it means |
|---|---|
| Right of access (Article 15) | You may request a copy of the personal data we hold about you (a Subject Access Request or SAR). |
| Right to rectification (Article 16) | You may ask us to correct inaccurate or incomplete personal data. |
| Right to erasure (Article 17) | You may ask us to delete your personal data where there is no compelling reason for us to continue processing it. |
| Right to restrict processing (Article 18) | You may ask us to restrict how we process your data in certain circumstances. |
| Right to data portability (Article 20) | Where processing is based on consent or contract and carried out by automated means, you may request your data in a structured, machine-readable format. |
| Right to object (Article 21) | You may object to processing based on legitimate interests or for direct marketing. We will cease processing unless we can demonstrate compelling legitimate grounds. |
| Rights related to automated decision-making (Article 22) | We do not carry out solely automated decision-making (including profiling) that produces legal or similarly significant effects. |
| Right to withdraw consent (Article 7(3)) | Where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal. |
How to Exercise Your Rights (Data Subject Access Request)
To exercise any of the above rights, please contact us in writing:
- Email: info@cleanminster.co.uk — subject line: "Data Rights Request"
- Post: Cleanminster Ltd, South London (full address available on request)
We will respond to all verified requests within one calendar month of receipt. If the request is complex or we receive a high volume, we may extend this by a further two months and will inform you accordingly. We will not charge a fee for reasonable requests.
To protect your privacy, we may need to verify your identity before fulfilling a request. We will ask for information reasonably necessary to confirm who you are.
9. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include:
- SSL/TLS encryption for all data in transit
- Secure, access-controlled hosting
- Role-based access controls — only authorised personnel can access personal data
- Regular software updates and security patches
No transmission over the internet is entirely secure. We cannot guarantee the security of data transmitted to our website, but we take commercially reasonable steps to protect it once received.
10. Third-Party Links
Our website may contain links to third-party websites. Once you leave our site, this Privacy Policy no longer applies. We encourage you to read the privacy policies of any third-party sites you visit. We are not responsible for their practices.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.
12. How to Complain
If you are unhappy with how we have handled your personal data, please contact us first at info@cleanminster.co.uk so we can try to resolve the matter.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF