Privacy Policy

Ivory & Cotswold Care Group LTD, trading as Ivory & Cotswold Co. ("we", "us", "our"), is a company registered in England and Wales, company number 17278427. We provide cleaning, linen and property care services across The Cotswolds, Worcestershire and the wider South West. We are the data controller responsible for your personal data.

Contact: hello@ivorycotswold.co.uk · Telephone 01452 905164 · Mobile +44 7462 148679. Data protection enquiries should be marked for the attention of the Data Protection lead.

• Identity & contact data — name, email, telephone number, property address and access instructions.
• Booking data — service requested, property details, preferred date and time, and any message or notes you send us.
• Payment data — amount, invoice reference and payment status. Card details are entered on Stripe's secure checkout; we never receive or store your full card number.
• Service records — completed task checklists, cleaner notes and, where relevant to the work, before/after photographs of the areas cleaned.
• Technical data — IP address, browser type and basic usage logs (strictly necessary cookies and server logs).

If you work for us or apply to, we also process your work email, telephone number, sign-in records, working hours, shift clock-in and clock-out times, and — while you are clocked on to a job — your device's approximate location, so we can confirm attendance, calculate pay and close shifts you forget to end. Location is used only during an active shift and is not tracked at any other time. The lawful basis is performance of your contract with us and our legitimate interests in running a safe, accountable service.

• To respond to your enquiry and provide a quote — steps taken at your request prior to entering a contract (UK GDPR Art. 6(1)(b)).
• To deliver and administer the service you book — performance of a contract (Art. 6(1)(b)).
• To take payment and issue invoices — performance of a contract and legal obligation (Art. 6(1)(b) and (c)).
• To send service-related emails and messages (confirmations, agreements, reminders) — performance of a contract and our legitimate interests (Art. 6(1)(b) and (f)).
• Optional analytics and marketing measurement — your consent (Art. 6(1)(a)), which you may withdraw at any time via Cookie settings.
• To meet legal, accounting and tax obligations — legal obligation (Art. 6(1)(c)).

We do not send marketing emails without your separate opt-in, we never sell your data, and we do not make decisions about you by automated means alone.

We only share personal data with trusted processors that help us run the business, each bound by written data-processing terms:

• Supabase — secure database, file storage and authentication hosting.
• Stripe — card payment processing (Stripe is a controller in its own right for fraud prevention; see stripe.com/privacy).
• Resend — transactional email delivery.
• Google Firebase Cloud Messaging — push alerts to our cleaners' devices (staff data only).
• Google Workspace — internal booking and lead records.
• Cloudflare — website hosting, delivery and security.
• WhatsApp / Meta — only where you choose to message us on WhatsApp.
• Our vetted cleaners and drivers, who receive only the details needed to carry out your visit.

We may also disclose data where required by law, or to our accountants, insurers or legal advisers. Where a processor operates outside the UK/EEA, transfers are protected by safeguards permitted under UK GDPR (UK IDTA or Standard Contractual Clauses plus the UK Addendum).

Enquiries that don't become customers: up to 12 months, then deleted. Customer records, invoices and payment records: 6 years from the end of the relevant tax year (HMRC requirement). Job photographs: 12 months, unless needed for an open complaint or claim. Staff hours and pay records: 6 years. Sign-in attempt logs: 12 months. You may ask us to delete your data sooner where no legal obligation requires us to keep it.

You have the right to: access your data; rectify inaccurate data; erase your data ("right to be forgotten"); restrict or object to processing; data portability; and to withdraw consent at any time where processing is based on consent.

To exercise any right, email hello@ivorycotswold.co.uk. We respond within one month, free of charge.

You also have the right to complain to the UK Information Commissioner's Office (ICO) — ico.org.uk, helpline 0303 123 1113.

We use HTTPS/TLS in transit, encryption at rest with our hosting providers, row-level database access controls, private storage for job photographs, role-based access and the principle of least privilege. Access is removed immediately when a member of staff leaves. No system is 100% secure, but we take reasonable steps to protect your information and will notify you and the ICO of a qualifying breach without undue delay.

Our services are sold to adults. We do not knowingly collect data about children, and our website is not directed at them.

See our Cookie Policy for full details. We only set cookies and local storage that are strictly necessary for the website, bookings and payments to function — no advertising or analytics cookies are set without your consent, and you can withdraw consent at any time via Cookie settings in the footer.

We may update this policy from time to time. The "last updated" date at the top will always reflect the current version, and we will tell you directly about any change that materially affects your rights.