Last updated: 17 September 2026
Who looks after your information?
G & S Souter Ltd, trading as Souter Window Cleaning, is responsible for the customer information described in this notice. We are registered in Scotland, company number SC304394. This notice covers our website, enquiries and window-cleaning customers.
For privacy questions or requests, email info@souterwindowcleaning.co.uk, call 01467 670152, or write to G & S Souter Ltd, The Kiosk, Amulree Garage, South Road, Insch, AB52 6XF.
What we collect
- Your name, property address, postcode, email address and telephone number.
- Enquiries, quotations, customer references and correspondence with us.
- Cleaning arrangements, relevant access instructions, service history and information needed to resolve complaints or arrange a re-clean.
- Invoices, amounts due, payment records and payment references.
We normally get these details from you. We may also receive service updates from the cleaner responsible for your property and payment confirmations from our payment providers. If someone else supplies your contact details, we will explain the source and ask you to confirm them, unless the law prevents us from doing so.
Please only include information relevant to your enquiry. Do not put card numbers, bank details or sensitive personal information into the enquiry form. Without the contact and property details needed for a quotation or cleaning arrangement, we may not be able to provide that service.
Why we use it
- Quotations and cleaning: to respond to your request, arrange visits, carry out the agreed service and administer payments. Our basis is taking steps at your request before a contract and performing our contract with you.
- Running the business: to keep accurate records, organise work, answer questions, resolve complaints, recover unpaid bills and protect our services. We rely on our legitimate interests in running a reliable business and resolving account issues, while considering your rights.
- Legal requirements: to keep required accounting and tax records, respond to valid legal requests and meet our data-protection obligations.
- Optional communications: if we send marketing, we will use consent where required, or a permitted existing-customer basis with an option to opt out. You can ask us to stop marketing at any time. Service messages about your cleaning or account are separate.
- Your instructions: where we rely on your consent, such as a request to pass details to another service provider, you can withdraw it by contacting us. This does not change the lawfulness of earlier use.
Who receives your information?
Relevant details may be shared with the cleaner, franchisee or subcontractor responsible for your service, and with providers supporting customer administration, payments, email, hosting and backups. We may also share information with professional advisers, insurers, public authorities or courts where needed for a specific accounting, insurance or legal matter.
The website uses these services:
- Google Forms: our enquiry form is provided by Google. Submitted information is used to deal with your enquiry.
- Stripe: online card payments take place on Stripe's checkout. This website does not collect your full card number or security code. Payment information and references allow us to match payments to your account.
- Access PaySuite: our Direct Debit link opens a mandate page for G & S Souter Ltd. The provider processes the details you enter to set up and administer Direct Debit payments.
- Website hosting: this site is hosted through OpenAI Sites using Cloudflare infrastructure. Hosting and security services may process technical information such as your IP address, browser details and requested pages to deliver and protect the site.
Cookies and other websites
We have not added advertising trackers or a separate audience analytics service to this site. The embedded Google form loads on the contact page and may use cookies or similar technologies. Payment services load when you follow their links. Hosting and security services may also use technologies needed to operate their services.
You can contact us by telephone or email instead of using the form. Your browser can restrict cookies, although this may affect forms and payment pages. External websites have their own privacy information: see Google's privacy policy, Stripe's privacy policy, and the privacy information on the Direct Debit provider's page.
Information processed outside the UK
Some service providers operate internationally, so information may be processed outside the UK. The protection required depends on the destination and provider: this may involve a UK adequacy decision or appropriate contractual safeguards. Contact us if you would like details of the arrangements relevant to your information or a copy of applicable safeguards. The provider notices above also explain their international processing.
How long we keep information
We keep information for the purpose it is needed for, taking account of our legal obligations. Customer and service records support your ongoing cleaning arrangement. For enquiries that do not become customers, the relevant considerations are whether the enquiry is still active and whether information is needed to resolve an outstanding question or dispute.
Our existing retention policy keeps tax-related records for at least six years after the end of the financial year in which the return is made. Records may need to be kept longer where an unresolved debt, complaint, insurance matter or legal requirement justifies it. Ask us if you need to know the retention period or criteria for a particular record.
Your choices and rights
Depending on the circumstances, you can ask to access your personal information, correct it, have it erased, restrict its use or receive a portable copy. These rights have limits: for example, a deletion request does not remove our obligation to retain required accounting records.
Your right to object: you can object to use based on our legitimate interests for reasons relating to your situation. You can object to direct marketing at any time, and we will stop that marketing.
To make a request, use the email, telephone or postal details at the top of this page. We may need to confirm your identity before releasing information. Please tell us what you need so we can respond to the right request.
Questions or complaints
Please contact us if you are concerned about how your information is handled. You can also complain to the Information Commissioner's Office (ICO), the UK data-protection regulator.
We will update this notice when our services or use of information changes. The date at the top shows when it was last updated.