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Privacy policy
How we handle your information when you enquire about cover or book a shift. Last updated: August 2026.
Who we are
Clanby Ltd is the data controller for the information described below. We are registered in England and Wales, company number 10308377, registered office 182 Spring Road, Bournemouth BH1 4PX. You can reach us at hello@clanby.co.uk or 07903 551 134. We have not appointed a Data Protection Officer; enquiries go to that address.
This notice is written to meet the UK GDPR and the Data Protection Act 2018. Last updated September 2026.
What we collect
When you enquire or book: your name, the property name and address, your phone number and email address, the dates and hours you need covered, access and operational notes you send us so our staff can do the job, and your messages to us.
When you book through our online calendar: the same booking details, collected by Cal.com on our behalf.
When we carry out work: notes and, where relevant, photographs recording the condition of the property and the work done. We do not photograph people.
When you contact us by WhatsApp or phone: your number and the content of your messages. We do not record calls.
Automatically: our host keeps standard server logs including IP address, for security and to keep the site running. This website uses no analytics, advertising or tracking cookies. Fonts are served from our own domain, so no font request leaves our site.
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Answering an enquiry and preparing a quote | Legitimate interests — responding to a request you made |
| Arranging, staffing and carrying out the work | Performance of a contract |
| Invoicing, accounting and tax records | Legal obligation |
| Property condition records and photographs | Legitimate interests — evidence of work done and protection against disputes |
| Keeping the website and inbox secure | Legitimate interests — security |
Where we rely on legitimate interests, we have considered your rights and interests and are satisfied they are not overridden. You can object at any time — see Your rights below.
Who sees it
Only the member of our team assigned to your property, and our accountant where invoicing requires it. We use the following processors, which handle data on our instructions:
- Netlify — website hosting and contact form submissions
- Microsoft 365 — our email
- Cal.com — online booking, where you use it
- WhatsApp (Meta) — where you choose to message us that way
We do not sell your data, and we do not share it for marketing. We disclose information to others only where the law requires it.
Transfers outside the UK
Some of those providers store or process data outside the United Kingdom, including in the United States. Where that happens, transfers are covered by the UK International Data Transfer Addendum, the UK Extension to the EU-US Data Privacy Framework, or equivalent safeguards offered by the provider.
How long we keep it
Enquiries that do not become bookings are deleted within twelve months. Records relating to work carried out, including invoices and property condition reports, are kept for six years from the end of the relevant financial year, as UK tax rules require. WhatsApp threads are cleared annually.
Your rights
You have the right to ask us for a copy of the data we hold about you; to have it corrected; to have it erased where we are not required to keep it; to restrict or object to how we use it, including where we rely on legitimate interests; and to receive it in a portable format where we hold it on the basis of contract or consent.
Email hello@clanby.co.uk and we will respond within one month. There is no charge. We make no automated decisions and carry out no profiling.
If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk, by calling 0303 123 1113, or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would appreciate the chance to put things right first.
Security
Access to enquiries and property files is limited to the people who need it. Accounts are protected by multi-factor authentication, keys and entry codes are stored separately from addresses, and devices are encrypted.
Changes
If we change how we handle data we will update this page and the date at the top.