Privacy policy

How we look after your information

Last updated 16 October 2026

1. Who is responsible for your information

For the website, our customer accounts, contractors and enquiries, Clean Quarter is the controller of your personal information. Our contact address for data protection is hello@cleanquarter.co.uk.

For resident reports, the building operator (your accommodation provider) decides why and how reports are handled, so they are the controller and Clean Quarter acts as their processor, following their instructions under a written agreement.

2. Residents who scan a QR code

We do not collect any personal information from residents. We never ask for your name, email address, age or phone number, and you don't need an account. Each QR code is linked to one location in a building (for example “Room 302, third floor” or “Bin store, bin 3”), so a report only contains:

• the location the code belongs to, and the date and time of the report;
• the type of issue you chose (bins, cleaning, maintenance or other);
• a photo and a short note, but only if you choose to add them.

Please don't include names or other personal details in notes, and avoid photographing people or personal belongings. If a photo or note does include personal information, contact your building team or us and it will be removed.

After reporting you get a private status link containing a random code. Anyone with that link can see the progress of that one report (not who made it), so only share it if you want to. We do not use cookies or tracking on the reporting pages.

3. Building managers and operator staff

When your organisation uses Clean Quarter we collect:

• your name, work email address and, if you give it, mobile number;
• the organisation and buildings you manage;
• what you do on the platform, such as jobs you assign, photos you upload, ratings you give and settings you choose;
• for operator staff who receive job links: name, and the email address or mobile number your manager adds, plus photos you upload.

Why: to provide the service your organisation has signed up to (contract), and to keep it secure and improve it (our legitimate interests).

4. Contractors

For Clean Quarter contractors we collect:

• name, business name, email address and mobile number;
• areas you cover and when you are available;
• jobs offered, accepted and completed, before and after photos, ratings from managers, earnings and payouts;
• bank details (account name, sort code and account number) so we can pay you.

Why: to offer you work, run jobs and pay you (contract), to keep financial records (legal obligation), and to maintain quality and safety (legitimate interests). Your bank details are kept in a separate, locked-down part of our database. Only you and Clean Quarter administrators can see them; building managers cannot.

5. People who contact us or visit the website

• Contact form and emails: your name, email, organisation, number of buildings and message, used to reply and, if you asked, to set up a pilot (legitimate interests).
• Website visits: our hosting provider keeps standard technical logs (such as IP address, browser type and pages requested) for security and to keep the site running (legitimate interests). We don't use analytics or advertising tracking.

6. Messages we send

The platform sends service messages by email, text message and (if you turn them on) phone notifications, for example new jobs, reminders, escalations and payout updates. These are part of the service, not marketing. Managers and contractors can choose which they receive in their settings. We don't send marketing without your permission, and you can opt out at any time.

7. Cookies

We only use essential cookies needed to sign you in and remember a couple of display choices. There is no tracking, so we don't need a cookie banner. See our cookie policy.

8. Where your information is stored

Our database, sign-in system and photo storage are provided by Supabase, with data held in their London (UK) region. Photos are stored privately and are only shown through links that expire after a short time.

We also use these suppliers, each under a contract that requires them to protect your information and only act on our instructions:

• Netlify: hosts the website and platform;
• Resend: sends our emails;
• Twilio: sends text messages, only when SMS is switched on.

Some suppliers may process information outside the UK (for example in the EU or USA). Where they do, we rely on the protections UK law requires, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

Building operators see the reports, jobs and photos for their own buildings only. We may share information if the law requires it, or with a buyer if our business is ever sold. We never sell personal information.

9. How long we keep it

• Resident reports, jobs and photos: for as long as the operator uses Clean Quarter, then deleted within 90 days of their contract ending, unless they ask us to return them first.
• Manager, staff and contractor accounts: while the account is active, then deleted within 90 days of it being closed.
• Payout and payment records, including the bank details used for a payment: six years after the end of the financial year they relate to, to meet UK tax and accounting rules.
• Message logs (records of emails and texts sent): 12 months.
• Contact form messages and enquiries: up to two years, unless you become a customer.

10. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to restrict how we use it, or object to us using it based on our legitimate interests;
• receive your information in a portable format;
• withdraw any consent you have given, at any time.

To use any of these rights, email hello@cleanquarter.co.uk. It's free, and we'll reply within one month. If your request is about a resident report, we'll pass it to the building operator and help them respond. We don't make decisions about people based solely on automated processing.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to put things right first.

11. Keeping your information safe

Information is encrypted in transit. Every table in our database has access rules so people only see what they should. Photos are private, sign-in links expire, and only a small number of Clean Quarter administrators can see contractor bank details. If a data breach ever puts your rights at risk, we will tell you and the ICO as the law requires.

12. Changes to this policy

If we change this policy we'll update the date at the top and tell account holders about any significant changes by email.

13. Contact

Clean Quarter Ltd, a company registered in England and Wales with company number 17522515. Email hello@cleanquarter.co.uk.