Last updated: 25 October 2026

Who we are

Cleancut Garden & Property Maintenance Ltd (“Cleancut”, “we”, “us”) is responsible for personal information processed through www.cleancutltd.com and in the course of providing our services. We are based in East Kilbride, Scotland.

For privacy questions or to exercise your rights, contact us at:

Email: mail@cleancutltd.com
Telephone: 07398 850023

We do not have a separate Data Protection Officer.

Information we collect

Depending on how you use the website or work with us, we may hold:

Name, email address and telephone number
Company name, where you enquire or book as a business
Preferred contact method
Service and billing addresses, including postcode, and other property or site details
Access notes you or we record so we can reach the property safely
Enquiry details, the service requested and a description of the work
Optional photos you upload with an estimate request
Quote, job, visit, invoice and payment records
Customer portal account details, communication preferences and in-app notifications
Correspondence by email, telephone or through the website or portal
Files or photos Cleancut stores as job or service records and, where we have made them visible, files shared in your portal
Limited technical and security information, such as browser type, device type, and — when you accept or decline a quotation — your IP address and browser user agent
First-party website analytics information, described in our Cookie Policy

We do not store complete payment-card numbers or security codes. Card payments are handled by Stripe. We may keep payment status, amounts, dates, payment references, Stripe transaction identifiers, and the last four digits and card brand of a saved payment method.

How information is obtained

We obtain information in these ways:

Directly from you on website forms, including quote requests and Christmas light estimate requests
Through the customer portal, including profile updates, payment-method setup and service-cancellation requests
When you accept or decline a quotation online
When you pay an invoice, use Quick Pay, or save a card for AutoPay
By telephone, email or other correspondence
During quoting, booking and service delivery, including access notes and job records
From Stripe, limited to payment confirmation and saved-method details
Automatically from your browser for security and quotation audit, and — only after you accept analytics — first-party website analytics

Address suggestions on some estimate forms may be filled using Google address lookup. You can still enter an address manually.

We do not buy marketing lists or collect information from social-media advertising pixels.

How we use personal information

We use personal information to:

Respond to enquiries and prepare quotations
Arrange, carry out and manage one-off and recurring services
Manage properties, jobs and visits
Administer customer accounts and the customer portal
Issue invoices and record or process payments, including AutoPay where you have set it up
Send service communications about quotes, bookings, jobs, invoices and your account
Provide customer support and handle cancellation or complaint requests
Keep business, accounting and operational records
Understand how people find and use the public website, and how enquiries convert, where you have accepted analytics
Use suitable photographs of completed work as examples of our services, as described below
Protect the website, customer portal and payment flows against fraud, abuse and security incidents
Comply with legal and accounting obligations
Invite honest customer feedback after completed work, including a Google review link

Submitting a quote or estimate request does not sign you up for marketing. We do not currently send promotional mailing lists from the website. If we ever send marketing emails, we will only do so where we have a lawful basis, and you will be able to opt out.

Lawful bases

Under UK GDPR we rely on the following bases, depending on the purpose:

Contract, or steps you ask us to take before a contract. Preparing quotes, booking and providing services, administering your account, issuing invoices, taking payment and sending service messages needed to deliver the work.
Legitimate interests. Running and protecting the website and portal, keeping business records, understanding how the public website is used, preventing fraud or abuse, and inviting honest feedback after completed work. We consider these interests against your rights and would not use this basis where it would override your interests in an unfair way.
Legal obligation. Keeping accounting and tax records and responding to lawful requests.
Consent. Only where we genuinely rely on it — for example the enquiry-form confirmation that we may use your details to respond, optional photo uploads with an estimate, first-party website analytics, and AutoPay authorisation for a saved payment method. Consent is not used as a catch-all for ordinary service delivery. You can withdraw analytics permission through Cookie settings. Withdrawal stops future analytics use. It may not automatically remove material already published or distributed.

Photographs

We may take photographs connected with quotes, jobs and completed work. They may be kept as business or job records where appropriate — for example to document the work, keep before-and-after records, support quoting or assessment, or help with customer service.

We may use suitable photographs of completed work to show examples of our services. Most of those examples are photographs of the work itself and do not show customer names or obvious distinguishing or identifying features of the property. Where proposed public use would materially identify a customer, property or person, or reveal private information, we will seek appropriate permission where required. Accepting a quote or using the portal does not grant unrestricted marketing rights over photographs.

Communications

We may send service messages that are needed to manage your enquiry, booking or account. These can include quote notifications, booking confirmations, visit reminders, job updates, invoice and payment messages, account or security emails, and completion messages.

These operational messages are not marketing. Turning off optional notification preferences does not stop messages we need to send to perform a contract or keep your account secure — for example an invoice, payment receipt or password-reset email.

If you have a customer portal account, you can manage email and visit-related notification preferences in your profile. SMS notifications appear in those preferences but are marked as not connected, and we do not currently send SMS.

Website enquiries let you choose a preferred contact method, including email, telephone or text. We use that preference when we respond. Choosing “text message” does not enable an automated SMS service.

Google review requests

After certain completed work we may invite you to leave an honest Google review. Reviews are voluntary. We do not require a positive review and we do not offer incentives for reviews.

The invitation is part of ordinary customer follow-up. The message includes a link to Google. We do not send your personal details to Google merely by including that link. If you choose to leave a review, Google’s own terms and privacy notice apply to anything you submit there.

Payments

Online card payments and saved payment methods are processed by Stripe. When you pay an invoice, use Quick Pay or add a card for AutoPay, you provide card details to Stripe — not to Cleancut.

We retain records needed to administer the payment: amount, status, dates, payer contact details you provide, invoice or payment references, and Stripe identifiers. For a saved card we may store the card brand and last four digits so you can recognise the method in your portal. We do not store the full card number or CVC.

Stripe’s privacy notice applies to the information Stripe processes as a payment provider.

We share personal information only where needed to run the business and deliver the service. That includes:

Supabase, which hosts our database, customer accounts and file storage
Vercel, which hosts the website and customer portal
Stripe, which processes card payments and saved payment methods
Our email delivery provider, used to send service and account emails
Google, where address lookup is used on an estimate form, or if you follow a Google review link

We may also disclose information where the law requires it, or where it is reasonably necessary for professional advisers, accountants, insurers or to establish, exercise or defend legal rights.

We do not sell personal information.

Staff and contractors working for Cleancut may access customer information only as needed to quote, schedule, carry out or administer the work.

International transfers

Some of the providers above may process information outside the United Kingdom. Where a transfer of personal information outside the UK takes place, we rely on appropriate safeguards required by UK data-protection law, such as an adequacy decision or standard contractual clauses used by the provider.

We do not claim that all information stays in the UK. The countries involved can change as providers operate their infrastructure.

How long we keep information

We keep personal information for as long as reasonably necessary for the purposes described in this policy, including legal, accounting and dispute-resolution requirements. In practice:

Active customer, property, service and account records are kept while you remain a customer and for a reasonable period afterwards so we can support the account and handle follow-up questions.
Enquiries and quotations are kept while we are dealing with them and for a reasonable period afterwards, including where a quote is declined or expires.
Job, visit and operational records are kept as part of the service history for the property.
Invoices, payments and other accounting records are typically kept for at least six years, in line with UK company and tax record-keeping requirements.
Correspondence is kept for as long as it remains relevant to the customer relationship or a record we need to retain.
Technical, security and quotation-audit information is kept for a limited period needed for security, troubleshooting and evidence of acceptance.
First-party analytics identifiers in your browser are created only after you accept analytics, and last until you clear them or reject analytics. The consent-preference record in your browser lasts until you change it or clear site data. Analytics records we store are kept only as long as they remain useful for understanding website use.

Security

We take reasonable technical and organisational measures to protect personal information, including authenticated access to the customer portal and staff systems, and use of established providers for hosting, storage and payments. No website or online account can be guaranteed completely secure.

We do not publish internal security arrangements in this policy.

Customer accounts

If you have a customer portal account, you are responsible for keeping your login details confidential and for activity carried out using your account. Choose a strong password and do not share it.

If you think someone else has used your account, contact us immediately at mail@cleancutltd.com or 07398 850023.

There is no self-service account-deletion button in the portal. If you want your account closed or personal information deleted, contact us and we will deal with the request in line with your rights and any records we must keep.

Your rights

UK data-protection law gives you rights over your personal information, including the right to:

Ask for a copy of the information we hold about you
Ask us to correct inaccurate information
Ask us to delete information in certain circumstances
Ask us to restrict how we use information in certain circumstances
Object to processing based on legitimate interests
Ask for information you provided to us to be given back in a reusable format, where the right of portability applies
Withdraw consent where we are relying on consent. Withdrawal does not affect processing already carried out
Complain to us and to the Information Commissioner’s Office

These rights are not absolute. We may refuse or limit a request where the law allows — for example where we must keep invoices for accounting, or where information is needed to defend a claim.

To make a request, email mail@cleancutltd.com or call 07398 850023. We may need to confirm your identity before responding.

Complaints

Please contact us first so we can try to put things right. You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.

Children

Our website, customer portal and services are intended for adults arranging property maintenance. They are not designed for children to create accounts or enter contracts. If you believe a child has given us personal information, please contact us and we will delete it where we do not need to keep it.

Third-party links

The website and some emails may link to other sites or services, including Google reviews and Stripe’s payment pages. Those services have their own privacy practices. This policy applies only to information we are responsible for.

How we use cookies and similar storage is explained in our Cookie Policy. Use of the website and our services is also covered by our Terms & Conditions.

Changes

We may update this policy from time to time. The latest version and the date at the top of this page will always be the current one.

Privacy Policy