Privacy Policy
Last updated: 7 October 2026
This notice explains how Cotswold Property Refresh uses personal information when you visit our website, contact us or arrange cleaning services. We are responsible for the personal information we use for these purposes and process it in accordance with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018, as amended.
Contacting us about your information
For privacy questions or to exercise your rights, email admin@cotswoldpropertyrefresh.com. You can also use the Call Us or WhatsApp links on this website.
Information we collect
- Contact information you provide, such as your name, telephone number, email address and postcode.
- Booking details, including your property address, requested services, preferred dates, access instructions and correspondence.
- Photographs and descriptions you send us to assess cleaning requirements. Please avoid including people, personal documents or other unnecessary private information in photographs.
- Quote, invoice, payment-record and complaint information necessary to administer our work. This website does not collect card details or take online payments.
- Technical information, such as IP address, browser information and request logs, that may be processed by website hosting, security and content-delivery providers when delivering the website.
How the quote form works
The form prepares a WhatsApp message on your device. Submitting it opens WhatsApp with the details ready to send; it does not send us an email or save a quote request in a website customer database. We receive the enquiry when you send the message to us. WhatsApp may process information when its service opens, even if you do not send the message.
Why we use information and our lawful bases
- To respond to enquiries, prepare quotes and arrange or fulfil bookings: taking steps at your request before entering a contract, or performing our contract with you.
- To manage communications, investigate complaints, protect our business and maintain website security: our legitimate interests, balanced against your rights and expectations.
- To keep accounting records and meet tax or other statutory obligations: compliance with legal obligations.
- Where we ask permission for an optional use, such as publishing identifiable job photographs: your consent. You can withdraw consent for future use by contacting us.
We do not sell your information. We do not use the quote form to subscribe you to marketing or make automated decisions that have legal or similarly significant effects. Providing requested contact and job details is necessary for us to respond and arrange a clean; if you do not provide them, we may be unable to do so.
Who may receive information
Information may be handled by people carrying out or administering your agreed clean, our email and communications providers (including WhatsApp/Meta), website hosting and security providers, and professional advisers where necessary. We may also disclose information where required by law or to establish, exercise or defend legal claims. We limit sharing to what is needed for the relevant purpose.
The website loads fonts from Google Fonts and images from content-delivery services. Your browser contacts these services to display the site, and they may receive technical information such as your IP address. External services have their own privacy information; WhatsApp messages are also subject to WhatsApp's privacy policy.
International processing
Some communications and website providers operate internationally and may process information outside the UK. Where we arrange a restricted transfer, we must ensure an appropriate UK adequacy decision or other lawful safeguards apply, such as approved contractual protections. Contact us for information about safeguards relevant to your data. A third-party service you choose to use may also process information under its own terms.
How long we keep information
We keep enquiry information only as long as needed to respond and deal with follow-up enquiries. Booking and correspondence records are kept for the period needed to administer services, resolve complaints and manage relevant legal claims. Financial records are retained for applicable statutory accounting and tax periods, which depend on the record and business circumstances. We review information and delete or anonymise it when it is no longer needed. Contact us to ask about the retention period for a particular record.
Security
We take appropriate organisational and technical precautions to protect personal information and limit access to people who need it. No internet service can be guaranteed completely secure. Do not send payment-card details, sensitive documents or unnecessary personal information by the quote form, email or WhatsApp.
Your rights
Depending on the circumstances, you have rights to access your information, correct inaccuracies, request erasure, restrict processing, object to processing based on legitimate interests, and receive or transfer certain information in a portable format. You can withdraw consent where processing relies on it. These rights are not absolute; for example, we may need to retain records required by law.
Email us to make a request. We may need to verify your identity and will respond within the applicable legal timeframe, normally one month. You also have the right to complain to the Information Commissioner's Office at ico.org.uk. We would welcome the opportunity to address your concern first, but you do not have to contact us before complaining to the ICO.
Changes to this notice
We may update this notice when our services or information practices change. The date above identifies the latest version.