Privacy Policy

1. Who we are (the data controller)

Sorted by Claire (“we”, “us”, “our”) is the data controller responsible for the personal data collected via this website and during the delivery of our home organisation services. You can contact us at hello@sortedbyclaire.co.uk.

2. What personal data we collect

• Contact details: name, email, phone number, WhatsApp number, postcode.
• Enquiry details: information you share about your space, service required and preferred contact method.
• Client questionnaire responses: practical details about your home and goals for the session.
• Booking & payment records: session dates, invoices and bank transfer references (we do not store card details).
• Photographs (only where you agree): before/after images used for planning or, with separate written consent, marketing.
• Technical data: basic website usage data via essential cookies only (see our Cookie Policy).

3. Why we use your data & our lawful basis

• To respond to your enquiry — lawful basis: consent (UK GDPR Article 6(1)(a)).
• To perform our services and manage bookings — lawful basis: contract (Article 6(1)(b)).
• To meet accounting, tax and legal obligations — lawful basis: legal obligation (Article 6(1)(c)).
• To improve our services and keep records safe — lawful basis: legitimate interests (Article 6(1)(f)).
• To use identifiable photos in marketing — only ever with your separate, explicit consent, which you can withdraw at any time.

4. How we store & protect your data

Client contact details and session notes are stored securely in access-controlled tools (encrypted email, password-protected cloud storage and messaging apps with end-to-end encryption where available). Paper notes taken on site are transferred to secure digital storage and destroyed. Only Claire has routine access to client records.

We use strong, unique passwords, two-factor authentication where offered, and up-to-date device security. Any suspected personal data breach that is likely to result in a risk to your rights and freedoms will be reported to the Information Commissioner’s Office (ICO) within 72 hours and to you without undue delay.

5. How long we keep your data

• Enquiries that do not lead to a booking: deleted within 12 months.
• Active client records: kept for the duration of our working relationship.
• Financial & booking records: retained for 6 years to meet HMRC requirements.
• Marketing consents & photos: kept until you withdraw consent.

6. Who we share your data with

We do not sell your data. We only share it with trusted processors used to run the business (for example an accountant, an email provider or secure cloud storage), and only where required by law. Any such processors are bound by written data protection terms.

7. International transfers

Where a processor stores data outside the UK/EEA, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

8. Your rights under UK GDPR

You have the right to:

• Be informed about how your data is used.
• Access a copy of the personal data we hold about you.
• Have inaccurate personal data corrected.
• Ask for your data to be erased (the “right to be forgotten”).
• Restrict or object to processing.
• Data portability — receive your data in a structured, common format.
• Withdraw consent at any time where processing is based on consent.
• Complain to the Information Commissioner’s Office.

To exercise any of these rights, please email hello@sortedbyclaire.co.uk. We will respond within one month.

9. How we manage client contact details

We take special care with the way we store and use your contact details:

• We only ask for the details we genuinely need to arrange and deliver your session.
• Contact details are stored in one primary secure client system, not spread across personal devices.
• We do not add you to any mailing list without your explicit opt-in.
• WhatsApp and text messages relating to your booking are kept only for as long as they are needed.
• You can ask us to update, restrict or delete your contact details at any time.
• When our working relationship ends, contact details are deleted in line with the retention periods above, subject to any financial records we must keep by law.

10. Online client questionnaire & automated emails

After your first contact, we may send you a private link to an online questionnaire so you can share the details of your project at a time that suits you. Your responses are stored securely against your enquiry record in our client management system.

• Each questionnaire link is unique to you, expires after 14 days, and can only be used once.
• If you have not completed the questionnaire, we send up to three friendly reminders (at 24, 48 and 72 hours). You can ignore them, reply for a call, or ask us to stop.
• A PDF copy of your responses is emailed to you and stored privately so you always have your own record.
• Our lawful basis for these emails is legitimate interest (arranging the service you asked for). You can withdraw at any time by replying to any email.
• The questionnaire, reminders and PDF storage run on Lovable Cloud (our backend platform) as a data processor under written data protection terms.

10. Cookies

This website uses only essential cookies required for it to function. We do not use tracking or advertising cookies. Please see our Cookie Policy for full detail.

11. Complaints to the ICO

If you are unhappy with how we have handled your data, you have the right to complain to the UK’s Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page.