Privacy Policy
What we collect, why we are allowed to, who else sees it, how long we keep it and what you can make us do about it. If anything here is unclear, ask and we will explain it plainly.
GlassStones Exterior Cleaning Ltd. Last updated: 24 August 2026.
1. Who we are
We are GlassStones Exterior Cleaning Ltd ("we", "us", "our"), a window and exterior cleaning business operating across Kent. We are the data controller for the personal information described here.
| Address | 1 Yew Tree Close, Chatham, Kent, ME5 8XN |
| [email protected] | |
| Phone | 07454 036875 |
| Company number | 16051700 (registered in England and Wales) |
If you want to know more about the business itself, see who we are and how we work.
2. What this policy covers
This policy covers the personal information we collect through this website and what we do with it afterwards — including once it reaches our systems and the companies that help us run the business.
It does not repeat the contractual terms of your cleaning account, which are in our terms and conditions. What this website stores on your device is covered in detail in our cookie policy.
3. What we collect
When you ask for a quote (window or gutter forms): your name, email address, phone number, address and postcode, and details about the property such as number of bedrooms, whether there is a conservatory or extension, rear access, and any notes you add.
When you use the contact form: your name, email address, phone number, postcode, the service you are asking about, how you prefer to be contacted, and your message.
When you apply for a job: your name, email address, phone number, town, the role you want, your experience, your availability, and whether you hold a driving licence.
Automatically, with every form submission: your IP address, the type of browser you used, the page you were on when you submitted, and the website that referred you. These are used to stop spam and abuse and to understand where enquiries come from.
If you have agreed to advertising cookies: the campaign identifiers from the link you arrived on. See the cookie policy.
We do not ask for, and you should not send us, special category data — health information, and so on. We do not knowingly collect information about children.
4. Why we use it, and our lawful basis
| What we do | Why | Lawful basis (UK GDPR Article 6) |
|---|---|---|
| Reply to your enquiry and give you a price | You asked us to | (b) steps taken at your request before entering a contract |
| Carry out the clean, schedule visits, take payment | To deliver the service you booked | (b) performance of a contract |
| Keep accounting and tax records | We are required to | (c) legal obligation |
| Screen submissions for spam and abuse | To keep the forms usable and the site secure | (f) legitimate interests |
| Consider your job application | To assess you for the role | (b) steps before a contract, and (f) legitimate interests |
| Measure which adverts bring enquiries | Only ever with your permission | (a) consent |
Where we rely on legitimate interests, we have considered the effect on you and limited what we collect to what is needed for that purpose. You can object — see section 8.
5. Who we share it with
We do not sell your personal information and we do not share it for anyone else's marketing. We do use a small number of companies to run the business, and your information passes through them:
| Who | What they do | What they see |
|---|---|---|
| Our web host | Runs this website and holds a backup copy of each enquiry | Your enquiry, the backup file it is written to, and server logs |
| Postmark | Delivers the notification email when you submit a form | The contents of your enquiry |
| Zapier | Passes your enquiry into our systems | The contents of your enquiry |
| Notion | Our customer records | Your contact details and job history |
| Slack | Alerts the team to a new enquiry | Your name and enquiry summary |
| GoCardless | Collects Direct Debit payments from regular customers | Your name, bank details and payment history |
| Squeegee | Scheduling, visit records, and the card payment links for one-off jobs | Your address, visit notes, account history and payment details |
| Website analytics, only with your consent | Usage data tied to a browser, not your name | |
| Meta | Advertising measurement, only with your consent | Usage data tied to a browser, not your name |
We may also disclose information where we are legally required to, or to establish or defend a legal claim.
6. Where your information goes
Our systems are provided by companies that may process data outside the UK, including in the United States and the European Economic Area. Where that happens, the transfer is covered by the safeguards UK law requires — an adequacy decision, or the International Data Transfer Agreement or Addendum. You can ask us for details of the safeguards that apply to a particular supplier.
7. How long we keep it
| What | How long | Why |
|---|---|---|
| Enquiries that do not become customers | 12 months | Long enough to follow up a seasonal enquiry |
| Customer records | 7 years after the last visit | Accounting and tax record-keeping |
| Unsuccessful job applications | 6 months | To deal with any question about the decision |
| Website security and delivery logs | 30 days | Diagnosing spam and delivery failures |
When you send an enquiry we also write a copy to a file on our own server, so that a message cannot be lost if one of the services above is unavailable at the moment you press send. That copy is deleted automatically on the same schedule as the table above — it is not a way of keeping your details for longer.
Once a period ends the information is deleted, or anonymised so it can no longer be linked to you.
8. Your rights
You have the right to:
- Ask what we hold about you, and get a copy
- Correct anything that is wrong
- Ask us to delete it, where we do not have to keep it
- Restrict or object to how we use it, including anything based on legitimate
interests
- Take it with you in a portable format, where it was provided by you and is
handled by automated means
- Withdraw consent at any time, where we relied on consent — this does not
affect anything done before you withdrew it
Ask us through our contact page, or email [email protected]. We will respond within one month. We will not charge you, and we will not ask you for more information than we need to find your records.
9. Cookies and your device
Covered in full in our cookie policy, including exactly what is stored, for how long, and how to change or withdraw your choice at any time using the Cookie settings link in the footer.
10. How we protect it
The website is a set of static files — there is no content management system, no database and no login page attached to it, which removes most of the ways a website of this kind gets broken into. Form submissions are sent over HTTPS, rate-limited and screened for abuse, and the credentials that deliver them are stored outside the public web root.
No system is perfect. If a breach ever affects your rights, we will tell you and the ICO as the law requires.
11. Changes to this policy
If we change how we handle your information we will update this page and the date at the top. If the change is significant we will make it obvious rather than relying on you re-reading the page.
12. Complaints
Please come to us first through the contact page — most things are quicker to fix directly.
You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection: ico.org.uk, or 0303 123 1113.
13. Related pages
Frequently asked questions
Where can I see which cookies this website uses?
Every cookie placed on this site is listed, with its expiry and purpose, in our cookie policy. That page also explains how to change or withdraw your consent.
How do I request a copy of the data you hold about me?
Ask us through our contact page and we will send you an exported file of the personal data we hold. You can also ask us to erase it, apart from anything we are obliged to keep for administrative, legal or security purposes.
Does this policy cover the details you hold about my cleaning account?
Yes. Section 5 lists the companies that hold your details, including scheduling and payment, and section 7 says how long each type of record is kept. The contractual side of your account is in section 15 of our terms and conditions.
Where are the terms that apply when I book a clean?
They are on our terms and conditions page, which covers quotes, access, pricing, cancellations, payment and our quality guarantee.
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