Privacy Policy | Clever Works

1. Introduction

Clever Works Ltd (company number 13947390, registered office 128 City Road, London, EC1V 2NX) ("we", "our", "us") is the data controller for the personal data described in this policy. This Privacy Policy (version 2.0, effective 22 August 2026) explains how we collect, use, disclose, and safeguard your information when you visit clever-works.co.uk, contact us, or use our drainage services.

2. Information We Collect

We may collect and process the following data about you:

Identity Data: first name, last name, and similar identifiers.
Contact Data: billing address, service address, email address, and telephone numbers.
Financial Data: bank account details you provide for payment or refunds, and payment records. We do not collect payment card details through our website.
Transaction Data: details about payments to and from you and other details of services you have purchased from us.
Job Data: survey footage, photographs, test results, reports and site records created while performing your work. Site photographs and CCTV survey footage may incidentally capture neighbouring property.
Call Data: recordings and voicemails from calls with our office number, and transcripts generated from them (see section 4).
Technical Data: limited technical information when you use our website (see section 8 - our analytics are cookieless).

3. How and Why We Use Your Information

We use personal data for the following purposes, on the following lawful bases:

Providing a quote or performing your contract (UK GDPR Article 6(1)(b)): responding to your enquiry, preparing and delivering quotations, attending site, producing reports, and managing your account.
Legal obligations (Article 6(1)(c)): invoicing, VAT and accounting records, and health and safety records.
Legitimate interests (Article 6(1)(f)): call recording and quality assurance, site photographs and survey footage, cookieless site analytics, service improvement, debt recovery, and establishing or defending legal claims.
Marketing (Article 6(1)(f) legitimate interests under the soft opt-in, or your consent where required): occasional service emails to existing customers; every message contains an unsubscribe link and you can opt out at any time.

4. Telephone Calls and Call Recording

When you call us, or we call you back, calls answered by our team may be recorded; a notice is played before recording starts. Voicemails you leave are also recorded. We record calls for quality assurance, staff training, and to keep an accurate record of instructions, bookings and agreements. Recordings and voicemails may be automatically transcribed by our telephone provider acting on our instructions; providers do not use your data for their own purposes. Recordings are stored securely and kept for up to 12 months from the call date, or longer where needed for a live dispute, complaint or legal claim.

5. Disclosure of Your Information

We share personal data with trusted service providers who process it on our instructions: website hosting and cookieless analytics (USA), telephone system and call handling (Twilio Inc., USA), transactional email (Sinch Mailgun, EU servers), database hosting (Neon), secure file storage including reports and call recordings (Infomaniak, Switzerland - a country the UK recognises as providing adequate protection), and accounting (FreeAgent, UK). Where a provider is outside the UK, we rely on the UK International Data Transfer Addendum or, for certified US providers, the UK-US Data Bridge.

We may also share personal data with subcontractors performing your work, with a buyer if our business or its assets are acquired, and where we are under a legal duty to disclose it.

6. How Long We Keep Your Data

Enquiries that do not become jobs: up to 24 months.
Quotes, contracts, survey reports, footage and correspondence: up to 6 years after completion (the limitation period for contract claims).
Invoices and payment records: up to 6 years, or longer where required by law (HMRC requirements).
Call recordings and voicemails: up to 12 months.
Cookieless page-view statistics: stored only as a daily-rotating hash that cannot identify you.

Any record may be kept longer where it is needed for a live dispute, complaint or legal claim, or where the law requires it.

7. Your Legal Rights

You have the right to request access to, correction of, or erasure of your personal data; to object to or request restriction of processing; to data portability; and to withdraw consent where processing is based on consent (such as optional marketing), without affecting prior processing.

To exercise any right, email us at the address below with enough information to verify your identity. We respond within one month (extendable by two months for complex requests, in which case we will tell you). Exercising these rights is free unless a request is manifestly unfounded or excessive.

You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, or 0303 123 1113. We would appreciate the chance to resolve your concern first.

8. Cookies and Similar Technologies

Our public website sets no advertising or tracking cookies, which is why you see no cookie banner. We use only storage that is strictly necessary:

An essential sign-in cookie, set only when you log in to the client portal to keep you signed in. Deleted when you log out or it expires.
A draft of your answers, saved in your browser only while you complete our online quote form, so they are not lost if you navigate away.

Our visitor statistics are cookieless: we count page views using a daily-rotating hash (the full IP address is used only momentarily to compute the hash and is not stored), and a privacy-respecting analytics service that sets no cookies and does no cross-site tracking.

9. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

10. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Email: hello@clever-works.co.uk

Phone: 01252 917235