1. Who we are
Supreme Exterior Clean Ltd ("we", "us", "our") is a company registered in England and Wales with company number 11426367. Our registered address is 19 Main Street, Ponteland, Newcastle upon Tyne NE20 9NH.
We are the "data controller" for the personal information described in this policy. This means we decide how and why your personal data is used.
Contact us about privacy:
- Email: info@supremeexteriorclean.co.uk
- Phone: 0808 5012 808
- Post: Supreme Exterior Clean Ltd, 19 Main Street, Ponteland, Newcastle upon Tyne NE20 9NH
This policy explains how we collect, use and protect your personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).
2. The information we collect
Depending on how you deal with us, we may collect:
- Identity and contact details: your name, address, email address and telephone number.
- Property and job details: the address of the property, the type of work requested (for example driveway, patio, roof, gutter, render or window cleaning), access arrangements, and any photographs or notes about the property.
- Quote and booking information: records of quotes, appointments, invoices and correspondence with you.
- Payment information: details of payments made to us, such as bank transfer references or the last digits of a card. We do not store full card numbers.
- Communications: emails, calls, text or messaging-app messages you send us, and any reviews or feedback you give us.
- Website information: basic technical data automatically recorded by our web hosting provider, such as your IP address, browser type and the pages requested (see section 8).
3. How we collect your information
- Directly from you, when you phone, email, message us, fill in a form on our website, request a quote or book a job.
- From our work at your property, for example before-and-after photographs.
- From publicly available sources, such as reviews you choose to post about us on Google or Facebook.
4. How and why we use your information
Under data protection law we must have a "lawful basis" for using your data. Ours are set out below.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and providing quotes | Legitimate interests (running our business and replying to you), or steps taken at your request before entering a contract |
| Booking, carrying out and completing work | Performance of a contract |
| Invoicing, taking payment and keeping accounts | Performance of a contract and legal obligation |
| Keeping records for tax and accounting purposes | Legal obligation |
| Handling complaints, insurance claims and disputes | Legitimate interests and legal obligation |
| Taking before-and-after photos to record our work and protect ourselves in the event of a dispute | Legitimate interests |
| Using your photos or feedback in our marketing (with your permission) | Consent |
| Sending you marketing messages about our services | Consent, or legitimate interests for existing customers where the law allows (soft opt-in) |
| Keeping our website secure and working properly | Legitimate interests |
Where we rely on legitimate interests, we have considered your rights and concluded that our use of your data is fair and proportionate.
We will not use your data for automated decision-making or profiling.
5. Marketing
We will only send you marketing messages if you have asked us to, or if you are an existing customer and the law allows us to contact you about similar services. You can opt out at any time by emailing info@supremeexteriorclean.co.uk, phoning us, or using the unsubscribe link in any marketing email. We do not sell your data to anyone.
6. Who we share your information with
We only share personal data where necessary, and only with:
- Service providers who help us run the business, such as our accountants, bookkeeping or invoicing software, email and cloud storage providers, website hosting providers, and payment processors.
- Staff and subcontractors who carry out work on our behalf, who are given only the details they need and are required to keep them confidential.
- Insurers, legal advisers and professional advisers, where needed to manage a claim, complaint or dispute.
- Regulators, HMRC, law enforcement or courts, where we are legally required to do so.
- A buyer of our business, if we ever sell or restructure, in which case your data would remain protected under this policy.
We do not allow our service providers to use your data for their own purposes.
7. International transfers
Some of our providers (for example email or cloud software) may process data outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or an adequacy decision, so your data is given a similar level of protection.
8. Cookies and website tracking
What are cookies? Cookies are small text files placed on your device by a website. They can be used to make a site work, remember your preferences, or track how visitors use it.
Our use of cookies: Our website does not use analytics, advertising, social media tracking or any other non-essential cookies or similar technologies. Because we do not use them, we do not show a cookie consent banner.
Server logs: Like most websites, our hosting provider may automatically record technical information when you visit, such as your IP address, date and time of visit, browser type and pages requested. This is used only for security, fault-finding and keeping the site running, and is kept for a short period.
Links to other sites: Our website may link to third-party sites such as Google or Facebook, for example so you can read or leave a review. These sites have their own privacy and cookie policies, which apply once you leave our site, and we are not responsible for them.
If this changes: If we later add tools that use non-essential cookies (such as analytics, embedded maps, social feeds or review widgets), we will update this policy and ask for your consent before they are set, as required by PECR.
Managing cookies: You can control or delete cookies through your browser settings. Guidance is available at www.aboutcookies.org.
9. How long we keep your information
We keep personal data only for as long as we need it for the purposes above.
| Type of data | How long we keep it |
|---|---|
| Enquiries that do not lead to a job | Up to 12 months |
| Customer records, quotes and job details | 6 years after the job is completed, in case of disputes or warranty queries |
| Invoices and accounting records | 6 years from the end of the financial year, as required for tax and company law |
| Before-and-after photographs | Up to 6 years with job records, or until you ask us to delete them, unless we need them for a dispute |
| Marketing contact details | Until you unsubscribe or withdraw consent |
| Website server logs | Typically no more than 12 months |
When data is no longer needed, we delete or anonymise it securely.
10. How we keep your information safe
We use appropriate technical and organisational measures to protect your data, including password-protected devices and accounts, secure cloud services, and limiting access to those who need it. No system is completely secure, but we take reasonable steps to prevent loss, misuse or unauthorised access. If a data breach is likely to put your rights at risk, we will notify you and the Information Commissioner's Office (ICO) as required by law.
11. Your rights
Under UK data protection law you have the right to:
- Be informed about how we use your data (this policy).
- Access a copy of the personal data we hold about you.
- Rectification: have inaccurate or incomplete data corrected.
- Erasure: ask us to delete your data in certain circumstances.
- Restrict how we use your data in certain circumstances.
- Data portability: receive certain data in a portable format.
- Object to processing based on legitimate interests, and to direct marketing at any time.
- Withdraw consent at any time, where we rely on consent. This will not affect processing already carried out.
To exercise any of these rights, contact us using the details in section 1. We may need to verify your identity first. We will normally respond within one month, and there is usually no charge.
12. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner's Office (ICO):
- Website: www.ico.org.uk
- Telephone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
13. Changes to this policy
We may update this policy from time to time. The latest version will always be available on our website, with the "last updated" date shown at the top. If we make significant changes, we will take reasonable steps to let you know.
14. Contact
Supreme Exterior Clean Ltd 19 Main Street, Ponteland, Newcastle upon Tyne NE20 9NH Telephone: 0808 5012 808 Email: info@supremeexteriorclean.co.uk Company number: 11426367