Last updated: 9 November 2026
This notice explains how ClearNest Property Services uses personal information when you visit theclearnest.co.uk, ask for a quote or arrange work.
1. Who is responsible for your information?
ClearNest Property Services is operated by Damian McKenzie as a sole trader and is the controller of the personal information described here. For privacy enquiries or to exercise your rights, email info@theclearnest.co.uk.
2. Information we collect
Our quote form collects your name, email address, property postcode, selected services and description of the work. Your telephone number and up to three photographs are optional. If you arrange a visit or book work, we may also need the service address, access arrangements, correspondence and records of the agreed work, quotes, invoices and payments.
Please only send information needed to explain the job. Avoid including people, identification documents, financial details, valuables or other private material in photographs. Do not send payment-card details or sensitive health information through the quote form. If you give us somebody else’s details, make sure you are entitled to do so and let them know about this notice.
Website hosting and security systems may record technical information such as IP addresses, browser details, access times, pages requested and unsuccessful login attempts. Cookie preferences may also be recorded.
3. Why we use information and our lawful bases
- Enquiries, quotes and bookings: to understand your requirements, respond, arrange visits and provide agreed services. For an individual requesting or booking services, our basis is taking steps at your request before entering a contract, or performing that contract.
- Business enquiries and service administration: where you contact us on behalf of a landlord, company or another person, we rely on our legitimate interests in handling genuine enquiries and organising work. We consider the effect on your rights and only use information reasonably needed for that purpose.
- Accounts and legal requirements: to keep records and meet applicable tax, accounting or other legal obligations.
- Security and disputes: our legitimate interests in protecting the website, preventing misuse, maintaining business records and establishing or defending legal claims.
Required form fields are needed to respond usefully to your enquiry. You can leave optional fields blank. Sending an enquiry does not subscribe you to marketing. Enquiry photographs are used to assess and arrange the work; submitting them is not permission to publish them in advertising. Any proposed promotional use of identifiable customer photographs would require separate permission.
4. Storage and sharing
The website and business mailbox are hosted by Krystal. The quote form uses Forminator. Submissions are stored in the website database and a notification, which can include uploaded photographs, is sent to our business mailbox. This means there may be both website and email copies.
Information is accessed by people who need it to handle the enquiry, administer the website or carry out the service. Where another service provider is involved in agreed work, we share only the details needed to organise and complete it. We may also disclose relevant information to professional advisers, insurers or authorities where necessary for advice, a claim or a legal requirement. We do not sell your personal information.
We use access controls and appropriate technical measures to protect information. No internet transmission can be guaranteed completely secure. Please contact us promptly if you believe information has been sent to us in error.
5. How long we keep information
We keep information only for as long as needed for the purpose it was collected. For enquiries that do not lead to work, this depends on whether discussions or a reasonable follow-up are still active. For completed work, it depends on ongoing service needs, applicable accounting and tax requirements, and any complaint, insurance matter or legal claim.
Photographs are kept only while needed to assess, deliver or document the work or deal with a related issue. We review information and remove it when it is no longer needed. Form submissions do not currently expire automatically, so removal requires a review. Deletion must also cover relevant email copies; backup copies may remain until replaced through the normal backup cycle. You can contact us to request deletion, subject to any lawful reason we need to retain particular records.
6. Cookies and external website services
The site uses WordPress and security tools. Necessary cookies may support site operation, secure administrator access and remembering cookie choices. CookieAdmin provides the cookie preference controls. You can use those controls, where shown, and your browser settings to manage cookies. Blocking necessary cookies may affect some features.
The website loads fonts from Google Fonts. Your browser contacts Google to obtain those files, which can disclose technical information including your IP address and browser details. Google may process information outside the UK. See Google’s privacy policy for details. Other websites you choose to visit through links have their own privacy notices.
Where we arrange for personal information to be transferred outside the UK, we must ensure an appropriate legal safeguard applies, such as UK adequacy arrangements or approved contractual protections. You can ask us about safeguards relevant to your information.
7. Your rights
Depending on the circumstances, you can request access to your personal information, correction of inaccurate information, deletion, restriction of use or a portable copy of information you supplied. You can object to processing based on legitimate interests. If we rely on consent for a separate optional purpose, you can withdraw it at any time without affecting earlier lawful use. These rights are subject to legal conditions and exemptions.
Email info@theclearnest.co.uk with your request. We may need proportionate information to verify your identity. We normally respond within one month; if a lawful extension is needed, we will explain why. We do not use automated decision-making that produces legal or similarly significant effects about you.
8. Concerns and changes
Please contact us first if you have a concern about how we handle information. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/ or by calling 0303 123 1113.
We will update this notice when our services or data handling change. The date above shows the latest revision.