1. Who we are and how to contact us
This Privacy Policy explains how Belper Window Cleaners (“we”, “us”, “our”) collects, uses, shares and protects your personal data when you visit or interact with our website at belperwindowcleaners.co.uk and when you use our services.
Belper Window Cleaners is the data controller for the personal data processed in connection with this website and the services we provide.
If you have any questions about this policy or your data, contact us at: privacy@belperwindowcleaners.co.uk. You can also reach us using the contact form available on our website.
2. Scope and legal framework
This policy applies to personal data processed through our website and in connection with enquiries, quotations and services we provide to customers. It is intended to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR). If you are located in the European Economic Area (EEA), we will also honour rights and safeguards comparable to those under the EU GDPR where applicable.
3. What personal data we collect
We collect and process the following categories of personal data:
- Identification and contact details: name, address, email address, phone number.
- Service information: property access notes you provide, preferred dates and times, details of the services requested or provided, photographs you choose to share in relation to a quotation or job.
- Communication data: messages sent via our contact form or email, call-back requests, and our responses.
- Transaction information: records of invoices, payments received, method of payment, and related accounting records. We do not store full card numbers or card security codes.
- Website and device data: IP address, browser type, pages visited, time and date of visit, and other standard web log data. This may be collected via server logs and cookies (see Section 6).
- Marketing preferences: your choices about receiving updates or offers from us.
We do not intentionally collect special category data (such as health information) or information about criminal convictions. Please avoid sharing such information with us unless we specifically request it and provide a clear legal basis.
4. How we use your data and our legal bases
We use your personal data for the purposes and on the legal bases set out below:
- Providing quotations, scheduling and delivering our services, and communicating with you about your enquiry or contract (legal basis: performance of a contract or steps taken at your request before entering into a contract).
- Customer support, responding to messages, and managing our relationship with you (legal basis: legitimate interests in running our business and providing quality service).
- Invoicing, processing payments, and maintaining accounting records (legal basis: performance of a contract and compliance with legal obligations, including tax and accounting).
- Sending service updates and, where permitted, marketing communications (legal basis: consent or our legitimate interests under the “soft opt‑in” for existing customers, with the ability to opt out at any time).
- Operating, securing and improving our website, including troubleshooting, data analysis, testing, and protecting against fraud or misuse (legal basis: legitimate interests in maintaining security and improving our services).
- Website analytics where enabled (legal basis: consent, as required under PECR/UK GDPR).
- Complying with legal or regulatory requirements and cooperating with authorities (legal basis: legal obligation).
5. When we need your consent
We will ask for your consent before sending non-essential marketing by email or SMS to new subscribers and before setting non-essential cookies or similar technologies (see Section 6). Where we rely on your consent, you can withdraw it at any time by using the unsubscribe options provided in our messages or by contacting us.
6. Cookies and similar technologies
Cookies are small files stored on your device that help our website function and help us understand how it is used. We use:
- Strictly necessary cookies: required for core website functionality, such as security and network management. These cannot be switched off.
- Preference and functionality cookies: remember your choices (for example, form inputs) to enhance your experience. These are optional.
- Analytics cookies: help us understand site traffic and usage patterns to improve our website. These are optional and only set if you accept them.
You can control cookies using our cookie banner (when shown) and through your browser settings. If you disable some cookies, certain features may not work properly. Retention of cookies varies; strictly necessary cookies typically last only for a session, while optional cookies may persist for up to 13 months unless you delete them earlier.
7. Sharing your data
We share personal data only as necessary and with appropriate safeguards:
- Service providers acting on our behalf (data processors), such as website hosting, email and IT support, scheduling and customer management tools, accounting or invoicing platforms, and (if used) payment processors and analytics providers. We ensure they process data under a written contract and only according to our instructions.
- Our personnel and trusted subcontractors, to the extent needed to carry out the services you request.
- Professional advisers (for example, accountants) where necessary for our legitimate interests and legal obligations.
- Public authorities, regulators or law enforcement when required by law or to protect our rights or the rights of others.
- Business transfers: if we reorganise, merge or sell parts of our business, personal data may be transferred as part of that transaction, subject to confidentiality and applicable laws.
8. International data transfers
Some service providers may be located outside the UK or the EEA. Where personal data is transferred internationally, we will ensure a lawful transfer mechanism is in place, such as:
- An adequacy decision by the UK government (and, where relevant, the European Commission).
- Appropriate safeguards, including the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, and any additional measures required to protect the data.
You can request more information about international transfers and a copy of the relevant safeguards by contacting us.
9. Data retention
We keep personal data only for as long as necessary for the purposes set out in this policy, and to meet legal, tax, and accounting requirements. Typical retention periods include:
- Enquiries and quotation records: up to 24 months after our last interaction if no contract is formed.
- Customer records, service history, and invoices: generally 6 years after the end of our contract or last service, to meet tax and accounting obligations.
- Marketing preferences and suppression lists: retained until you opt out, plus a record of your opt‑out to ensure we respect it.
- Website logs and security records: typically up to 12 months, unless needed longer to investigate issues.
- Cookies: as described in Section 6 and within your browser controls.
10. Your data protection rights
Subject to legal conditions and exemptions, you have the right to:
- Access your personal data and receive a copy.
- Rectify inaccurate or incomplete data.
- Erase your data (“right to be forgotten”).
- Restrict processing of your data.
- Data portability, where applicable.
- Object to processing based on our legitimate interests, and object to direct marketing at any time.
- Withdraw consent where processing is based on consent.
To exercise your rights, contact us at privacy@belperwindowcleaners.co.uk. We may need to verify your identity. We aim to respond within one month. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, telephone 0303 123 1113.
11. Direct marketing and your choices
We may send marketing communications about our services:
- With your consent; or
- Under the “soft opt‑in” where you obtained services from us, we collected your details during that transaction, and we are contacting you about similar services. You can opt out at any time.
You can unsubscribe from emails by using the unsubscribe link included in the message. For SMS, reply STOP. You can also contact us to update your preferences.
12. Data security
We implement appropriate technical and organisational measures to protect personal data, including:
- Encryption in transit for our website using TLS (HTTPS).
- Access controls, least‑privilege principles, and authentication for systems holding personal data.
- Regular updates and security patches for systems and plugins within our control.
- Backups and secure disposal of data when no longer needed.
- Vendor due diligence and contracts with processors.
No system is completely secure. If we become aware of a personal data breach likely to result in a risk to your rights and freedoms, we will notify the ICO and, where required, affected individuals in accordance with the law.
13. Children’s privacy
Our website and services are not intended for children under 13. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it where appropriate.
14. Automated decision-making
We do not use your personal data for automated decision-making that produces legal or similarly significant effects.
15. Third‑party websites
Our website may reference third‑party websites or services that we do not control. If you follow such references, their own privacy policies will apply. We are not responsible for the privacy practices of third parties.
16. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. If we make material changes, we will take reasonable steps to inform you, such as highlighting updates on our website. Please check this page periodically.
Last updated: 15 January 2026.
17. Data Protection Officer (DPO) and privacy contact
We are not required to appoint a Data Protection Officer under the UK GDPR. We have designated a privacy contact who is responsible for overseeing questions in relation to this policy and our data practices. You can reach our privacy contact at privacy@belperwindowcleaners.co.uk. If you prefer, you may also contact us using the contact form on our website. We will respond as promptly as possible.