Last updated: 15 September 2026
This Privacy Policy explains how we collect, use, store and protect personal information when you contact or use the services of:
IDCSTR Services – Sole Trader
Trading as West Sussex Cleaning Specialists
5 Breydon Walk
Crawley
West Sussex
RH10 6RE
Telephone: 07460 862580
Email: [email protected]
Website: westsussexcleaning.co.uk
For data protection purposes, IDCSTR Services – Sole Trader is responsible for the personal information we process in connection with our business.
We aim to collect and use only the personal information reasonably necessary for the purpose for which it is provided.
We do not intentionally collect unnecessary personal information and do not sell, rent or trade customer personal information.
We periodically review the information we hold and aim to remove or securely dispose of information when it is no longer reasonably required, subject to legal, accounting, tax, dispute-resolution and other legitimate requirements.
When you request a quotation, we may ask for additional information about the property or cleaning requirements so that we can properly understand the work involved and prepare an accurate quotation.
Depending on the service requested, this may include information such as:
Providing additional information is generally optional unless it is necessary to determine whether or how we can provide the requested service.
For an initial quotation enquiry, we aim to minimise the personal information requested.
A customer's full name and full property or service address will normally be requested after a quotation has been accepted and a booking is being arranged, where this information is reasonably necessary for providing the service, communication, invoicing or business records.
Depending on how you contact us and whether you proceed with a booking, we may process:
We only seek information that is reasonably relevant to the service or business purpose involved.
We do not intentionally request sensitive personal information unless there is a specific lawful reason for doing so.
Our standard quotation process does not require customers to provide photographs.
We do not intentionally collect passwords, online banking login details or payment-card security information through our website, quote forms, WhatsApp or email.
We may use personal information to:
We do not use customer information for purposes that are incompatible with the reason it was collected unless permitted or required by law.
Depending on the circumstances, we may rely on one or more of the following lawful bases under UK data protection law:
Processing may be necessary to take steps at your request before entering into a contract or to perform a contract for services.
This includes processing necessary to determine and apply the agreed payment terms for the booking, including where a correspondence address is provided or where payment is required before the service begins.
Processing may be necessary for legitimate business purposes, such as responding to enquiries, managing bookings, maintaining business records, preventing fraud or abuse, dealing with disputes and protecting our services and systems.
Where we rely on legitimate interests, we consider whether the processing is necessary and whether your rights and interests are appropriately protected.
We may process information where necessary to comply with legal, accounting, tax or other statutory obligations.
Where consent is the appropriate lawful basis, we will seek consent where required. You may withdraw consent where applicable.
Our website quotation form is designed to minimise the information required to submit an enquiry.
The following information is required:
Other quotation questions are optional.
Additional information may help us understand the property and requirements more accurately and may allow us to prepare a more appropriate quotation.
If further information is needed, we may contact you by telephone, WhatsApp or email to clarify your requirements.
When you contact us by telephone, WhatsApp, email, our website or another communication method, we may process the information contained in those communications where reasonably necessary to respond to your enquiry, prepare a quotation, arrange a booking, provide services, deal with complaints or maintain appropriate business records.
We do not use customer communications to create unnecessary personal profiles.
Our website may use Cloudflare and similar infrastructure or security services to help deliver and protect the website and to reduce malicious, abusive or automated traffic.
These services may process technical information associated with website requests, which can include information such as:
We use these services for website infrastructure, security and performance purposes.
We do not use Cloudflare to create personal profiles of website visitors or to sell visitor information.
Our website may use security or spam-prevention services to help identify automated, abusive or potentially malicious requests.
Where such services are used, the relevant provider may process limited technical information necessary for security or automated-request detection.
For example, where Google reCAPTCHA is active on our website, Google may process technical information in accordance with its own privacy policy and terms of service.
Where our website provides live-chat functionality, such as Tawk.to, information submitted through the chat service may be processed by the relevant service provider.
This may include your name, contact information and the contents of messages you choose to provide.
We use live chat information to respond to enquiries and provide customer support.
Our website may use cookies or similar technologies that are necessary for website functionality, security or basic operation.
Where non-essential analytics or similar technologies are used — for example, Google Analytics — we will use appropriate consent mechanisms where required by law.
We do not sell personal information through cookies or use customer information for targeted advertising.
We may use selected third-party providers where reasonably necessary to operate our website or business.
Depending on the services currently in use, these may include providers of:
These providers should only receive information reasonably necessary for the relevant service or function.
We do not provide customer information to unrelated third parties for their own marketing purposes.
We may disclose personal information where reasonably necessary to:
We do not sell or rent customer personal information.
We do not provide customer databases to unrelated marketing companies for their own marketing purposes.
Some third-party service providers we use may process information outside the United Kingdom.
For example, Google services such as Google Forms, Google reCAPTCHA and Google Analytics may process information in countries outside the United Kingdom as part of their standard operations.
Where personal information is transferred internationally, we will take appropriate steps where required under applicable data protection law to ensure that the transfer is subject to appropriate safeguards.
The safeguards may depend on the country involved and the service provider concerned.
We keep personal information only for as long as reasonably necessary for the purposes for which it is processed. The appropriate retention period depends on the type of information, why we need it and whether there are legal, accounting, tax, contractual, security or dispute-related reasons for retaining it.
We aim to delete or securely dispose of quote-enquiry information when it is no longer reasonably required and, where practical, within 12 months of the last relevant communication. We may retain information for longer where reasonably necessary to deal with a complaint, dispute, legal claim, fraud or security matter, or where another lawful reason or legal requirement applies.
Booking confirmations, quotations, agreed service details, service addresses and relevant customer communications may be retained for as long as reasonably necessary to manage the customer relationship, maintain appropriate business records and deal with complaints, refunds, payment disputes, insurance matters or legal claims.
Where a correspondence address is provided for invoicing and payment-related correspondence, it may be retained for as long as reasonably necessary to manage the booking, issue invoices and deal with any related payment queries, complaints or disputes.
Where a customer requests that a service begins before an applicable statutory cancellation period has expired, we may retain the relevant booking confirmation and cancellation acknowledgement for as long as reasonably necessary to evidence the customer's request and deal with any related complaint, refund request, payment dispute or legal claim.
Invoices, payment records and other financial or accounting information will be retained for the periods required by applicable legal, accounting and tax obligations.
For self-employed business records, HMRC generally requires records to be kept for at least 5 years after the 31 January submission deadline for the relevant tax year, although longer retention may be required in particular circumstances.
We periodically review the personal information we hold and will securely delete, dispose of or anonymise information when there is no longer a legitimate reason to retain it.
We do not keep personal information indefinitely without a legitimate reason. Where legal, tax, accounting, contractual, security, insurance or dispute-related requirements apply, these may require information to be retained for longer than our ordinary operational periods.
Some business records must be retained for legal, accounting and tax purposes.
Invoices, accounting records and other information required to meet statutory obligations may therefore be retained for the applicable legal period.
For self-employed business records, HMRC generally requires records to be kept for at least 5 years after the 31 January submission deadline for the relevant tax year, although longer retention may be required in particular circumstances.
The applicable legal retention period will take priority over our ordinary operational deletion periods.
We take reasonable technical and organisational measures to protect personal information against:
Electronic information is stored using reasonable security measures appropriate to the nature of the information and the way it is processed.
Where appropriate and supported by the relevant service provider, security measures may include encryption in transit or at rest and restricted access.
However, no electronic storage or transmission system can be guaranteed to be completely secure.
We do not accept online payments through our website or quote forms.
We do not collect or store card numbers, banking passwords or online banking login details through our website, quote forms, WhatsApp or email.
Where a customer pays for our services, we may retain limited payment or transaction information, such as:
This information may be retained where reasonably necessary for invoicing, accounting, tax and business records.
Where a deposit is requested for painting services, we may retain limited information about the deposit, such as the amount received, the date received, the purpose of the deposit and the related booking details. This information may be retained for accounting, tax and business record purposes, and to deal with any subsequent queries, refunds or disputes.
We do not sell, rent or trade customer contact information.
We do not provide customer databases to unrelated third parties for their own marketing.
Where marketing communications require consent, we will obtain and use consent where required by applicable law.
Customers may contact us to request that their information is not used for direct marketing where applicable.
Our services are intended primarily for adults and households.
We do not knowingly collect children's personal information for marketing or profiling purposes.
If we become aware that personal information concerning a child has been provided unnecessarily, we will consider whether it should be deleted where there is no lawful reason to retain it.
We do not use personal information to make automated decisions that produce legal or similarly significant effects on individuals.
We do not create behavioural advertising profiles of customers.
Depending on the circumstances and subject to applicable legal conditions, you may have rights including:
These rights are not absolute. For example, we may need to retain certain information to comply with legal, accounting or tax obligations or to establish, exercise or defend legal claims.
You also have the right to complain to the Information Commissioner's Office (ICO) where you believe your data-protection rights have not been properly respected.
You may ask us to delete personal information in circumstances where there is no lawful reason for us to continue processing or retaining it.
However, deletion may not be possible where we have a legal or legitimate reason to retain information, including where information is required for:
To exercise your data protection rights, you can contact us using:
Email: [email protected]
Telephone: 07460 862580
Please provide enough information for us to understand your request.
Where reasonably necessary, we may ask for information to verify your identity before providing personal information or making changes.
We will respond within the timeframe required by applicable data protection law.
If we become aware of a personal data breach, we will assess the incident and take appropriate steps in accordance with applicable data protection law.
Where legally required, we may notify the Information Commissioner's Office and/or affected individuals.
Our website may contain links to websites or services operated by third parties.
We are not responsible for the privacy practices, security, content or operation of third-party websites.
You should review the relevant third party's privacy policy before providing personal information to them.
West Sussex Cleaning Specialists does not authorise unrelated third parties, directories, marketing agencies or other organisations to represent themselves as acting on our behalf, purchase services, create accounts or enter contracts using our business details without our authority.
This does not affect any statutory consumer rights or other legal rights that customers may have.
We may update this Privacy Policy from time to time to reflect changes to our services, website, business practices or applicable legal requirements.
The latest version will be published on our website with the relevant Last Updated date.
If you have questions about this Privacy Policy or how we handle personal information, please contact:
IDCSTR Services – Sole Trader
Trading as West Sussex Cleaning Specialists
Address:
5 Breydon Walk
Crawley
West Sussex
RH10 6RE
Telephone: 07460 862580
Email: [email protected]
Website: westsussexcleaning.co.uk
Thank you for trusting us.
We're a small local business and treat your privacy like our own.