Last reviewed: 10 October 2026 · Version: 1.4

1. Who we are and our roles

Exterior Quote is the controller for information it decides to use to operate the public website, calculators, marketplace, cleaner accounts, subscriptions, booking/customer-portal access, platform messaging, customer-payment orchestration, SmartTags, reviews/checks, partner/sponsored features, security and administration. Contact info@exteriorquote.co.uk for privacy questions.

For customer records a cleaner independently imports into hosted Business Manager/Rounds tools, Exterior Quote may instead act as the cleaner's processor where it processes those records only to provide the tool on the cleaner's instructions. The cleaner remains the controller for that customer relationship; the Cleaner Data Processing Addendum applies.

2. Information we process

Depending on use, this can include names, email/telephone details, addresses/postcode district, property/job/calculator and booking details, access/key/gate notes entered by cleaners, location/route information, quote/job/invoice/payment status and amounts, cleaner business/profile/coverage information, temporary booking/portal access records, provider account/transaction/mandate identifiers, SMS/email/WhatsApp messages and delivery metadata, support records, review/check evidence and moderation records, legal acceptances, SmartTag delivery and privacy-minimised tag/source attribution information, partner/sponsored interaction counts, and proportionate security/technical information.

For mandatory business verification and reporting readiness for real business accounts, Exterior Quote also processes legal seller type and legal name, primary/main address, date of birth for individual sellers, Companies House/company or charity references, VAT registration status/number where applicable, tax jurisdiction, National Insurance number, partnership/trust UTR or foreign tax identification number where applicable, Companies House check results, verification history, duplicate-identity signals, and calendar-year transaction/quarterly totals actually recorded through Exterior Quote. High-risk tax identifiers are kept in the protected compliance layer, encrypted at rest by the platform implementation, displayed in masked form to ordinary administrators and not included in public business profiles.

3. Why we use information and lawful bases

Marketing permission is separate from an enquiry or Terms acceptance.

4. Enquiries and independent cleaners

If you send an enquiry, Exterior Quote shares the contact, property and quote information needed for the selected suitable cleaner to respond. The cleaner is an independent business and will have its own legal responsibilities for information it receives. Marketing permission is separate.

Once the selected cleaner receives an enquiry for its own quotation/service purposes, it is normally an independent controller for its use of that information.

5. Cleaner-hosted CRM/Rounds records

Cleaners can store/import their own customer records in Business Manager/Rounds. In the processor scenario Exterior Quote processes those records on documented instructions to host, secure, support, back up and provide the requested software functions. Exterior Quote does not acquire an independent right to use an imported cleaner customer list for unrelated marketing.

6. Aggregate site analytics and device storage

Exterior Quote Site Analytics aggregates statistical events immediately and does not retain an individual visitor journey or random visitor identifier in its database. A browser session may store a non-identifying boolean solely so a visit is counted once. The site provides clear information and a simple way to object to this aggregate analytics use. Other non-essential storage/access technologies are controlled through the site's consent mechanism where consent is legally required.

Exterior Quote aggregate analytics: On. We count aggregate page activity without storing an individual visitor journey.

7. Payments

Full card and bank-account credentials are handled by the relevant payment provider. Exterior Quote may receive/store provider account, transaction, checkout, mandate and status identifiers together with amount/currency and event history needed to operate the payment feature, reconcile status, support disputes and meet legitimate accounting/security needs. Providers may act as processors and/or separate controllers for their own regulated/fraud/legal functions.

8. Other recipients and providers

Information can be processed by providers supporting hosting, email, SMS/WhatsApp messaging, security, first-party consent management, aggregate analytics, mapping/geocoding/routes, payment processing, backups/support and professional advice. The actual provider/subprocessor list must be kept current. Information may also be disclosed where required by law or necessary to establish, exercise or defend legal rights.

9. International transfers

Where a provider processes personal information outside the UK, Exterior Quote will use an applicable UK transfer mechanism/safeguard where required and keep the arrangement under review.

10. Retention and minimisation

Identifiable customer enquiries use a current working period of 12 months after completion/closure or inactivity before anonymisation/minimisation where no justified hold applies. Waiting-list personal information uses the configured Core waiting-list period and is removed/minimised when no longer needed. Closed cleaner operational/profile and hosted SaaS customer data becomes eligible for minimisation after the configured closed-account period (currently 30 days), while records Exterior Quote must keep for tax/accounting, legal claims, payment audit or legal acceptance may be kept longer. SmartTag fulfilment addresses, customer-portal/booking access records, message content/provider identifiers and payment credentials/tokens are minimised when their operational purpose ends. Genuinely anonymous aggregate statistics may be retained longer.

Legal-seller verification and reporting records use a separate retention purpose. If Exterior Quote is legally required to make digital-platform reports, the applicable statutory reporting/due-diligence retention period controls those records. In reporting-ready shadow mode, retention must continue to be justified by account security, duplicate-prevention and reporting-readiness needs rather than being labelled as a statutory HMRC retention requirement that does not yet apply.

11. Security and offline data

Exterior Quote uses access controls, encryption where appropriate, update/back-up processes and other proportionate measures. Customer Portal access uses private, revocable, expiring links and should not be forwarded to people who are not authorised to view that customer's information. Rounds can place limited operational information on an authorised device for offline use; cleaners are told to use trusted devices and clear offline data when it is no longer required.

12. Reviews, checks and automated matching

Exterior Quote may process review invitations/submissions and cleaner-check evidence to operate platform trust features. Automated rules may narrow/order suitable cleaners using service, coverage, readiness and restrictions; these rules are not intended by themselves to make a legal or similarly significant decision about an individual.

13. Your rights

Depending on circumstances, you may have rights of access, correction, deletion, restriction, objection, portability and withdrawal of consent. Where Exterior Quote processes cleaner-imported data solely as a processor, the relevant cleaner/controller is normally the first contact and Exterior Quote will assist it as required by the processing agreement.

14. Complaints

Privacy questions can be sent to info@exteriorquote.co.uk. You may also complain to the Information Commissioner's Office.

James Harbour · trading as Exterior Quote · contact: info@exteriorquote.co.uk