XTX Limited Privacy Policy

1. Who we are

This policy explains how XTX Limited collects and uses personal information when you visit our website, contact us, or use our exterior cleaning and handyman services.

XTX Limited is the "controller" of your personal information, which means we decide how it's used and are responsible for looking after it.

Company: XTX Limited, registered in England and Wales, company number 05593629
Registered office: 18A Himbleton Road, Worcester, WR2 6BB
Email: sales@xtxltd.co.uk
Phone / WhatsApp: 07738519252
ICO registration number: [number]

We're a small business run by Darrin Lynn, who is responsible for data protection. Please contact him with any questions about this policy.

2. What information we collect

Information you give us:

Enquiries. Your name, email address, phone number, property address, your message, the services you're interested in, and any photos or videos you send. This applies whether you use our website form, phone, email, WhatsApp, text, Facebook or Instagram.
Quotes and jobs. Details of your property and the work we've agreed, measurements, access notes, and any special requirements you tell us about.
Payments. Billing name and address, and records of what you've paid and how. We don't see or store full card numbers: card payments are handled by Stripe, and Klarna payments by Klarna.
Feedback. Reviews and comments you send us or post publicly about our work.

Information we collect ourselves:

Photos and video of our work, taken before, during and after a job, and inspection images from our gutter camera or drone. These focus on your property's surfaces, not on people (see section 4).
Website data. When you visit our site, our website host (Wix) and any analytics we use collect technical information such as your IP address, browser, device, the pages you view and how you arrived. See section 10 for cookies.
Dashcam footage from our van, which may record vehicles and people on the road. It's overwritten automatically after 14 days unless needed for an incident.

Information from others: occasionally a neighbour, landlord, letting agent or managing agent gives us your details to arrange work at a property you live in or own.

We don't ask for sensitive information such as health details. If you choose to tell us something like a mobility need so we can plan around it, we'll use it only for that purpose.

3. How we use your information, and why we're allowed to

Data protection law requires a "lawful basis" for each use of your information. Ours are:

What we use it for - Lawful basis

Replying to your enquiry and giving you an estimate or quote - Taking steps at your request before a contract

Arranging, carrying out and guaranteeing the work - Performing our contract with you

Invoicing, taking payment and chasing unpaid invoices - Performing our contract; our legitimate interest in being paid

Keeping accounts and tax records - Legal obligation

Keeping job records and photos in case of a query, guarantee claim or dispute - Our legitimate interest in providing a good service and protecting ourselves

Sending you a reminder when a maintenance treatment or re-clean is due - Our legitimate interest in keeping in touch with existing customers. You can opt out at any time, and every reminder tells you how

Using photos of your property on our website or social media - Your consent (section 4)

Running and improving our website, and keeping it secure - Our legitimate interest

Analytics and marketing cookies - Your consent via our cookie banner

We don't sell your information, and we don't use it for automated decision-making or profiling.

4. Photos and videos of your property

We photograph our work to record its condition before and after, to support guarantee claims, and so you can see the results.

We will only use photos of your property on our website, social media or in adverts if you agree. When we do, we avoid showing house numbers, vehicle registration plates and people, and we don't name your street unless you're happy for us to. You can withdraw your agreement at any time. We'll then remove the photos from our website and our own social media posts, though we can't recall anything already printed or shared by others.

Our gutter camera and drone are pointed at your roofline. If a neighbour's property is unavoidably captured, we don't use those images for anything other than our job record.

5. Who we share your information with

We only share what's needed, and only with organisations that have to protect it:

Who - Why

Wix.com - Hosts our website and stores enquiry-form submissions

Google (Gmail) - Runs our email account

Google (YouTube and Maps): embedded videos and maps, loaded only if you accept the relevant cookies

Usercentrics: records your cookie choices

WhatsApp (Meta) - If you message us on WhatsApp

Stripe and Klarna - To take card and Klarna payments

Our bank - To receive bank transfers

Tradify and Xero - To send invoices and keep our accounts

Our accountant - To prepare accounts and tax returns

Our insurers - If there's an insurance claim

Trusted subcontractors (e.g. scaffold hire) - Only the details they need to do their part of your job

HMRC, the police, courts or regulators - Where the law requires it, or to recover unpaid debts

If the business is ever sold or transferred, your information may pass to the new owner, who must continue to protect it under this policy.

6. Information stored outside the UK

Some of the services above (for example Wix, Meta and some email and payment providers) may store or process information outside the UK, including in the EU, Israel and the United States. Where that happens, it's protected by one of the following:

UK "adequacy" regulations, which recognise that the country has equivalent data protection laws (this covers the EU/EEA and Israel)
the UK–US "data bridge", for US companies certified under it
contracts approved by the ICO, such as the International Data Transfer Agreement

7. How long we keep your information

Information - How long

Enquiries and estimates that don't go ahead - 12 months after our last contact

Job records, quotes, photos and correspondence - 6 years after the job is completed, so we can deal with guarantee claims or disputes

Invoices and payment records - 6 years after the end of the financial year they relate to, as HMRC requires

Maintenance reminder list - Until you opt out, or 3 years after your last job

Photos used in marketing (with your consent) - Until you withdraw your consent

Dashcam footage - 14 days, unless needed for an incident

After that, we securely delete or anonymise it.

8. Keeping your information safe

We keep your information on password-protected devices and accounts with two-factor authentication where available. Paper records are kept securely. Only Darrin (and, where needed, our accountant) has access. If something goes wrong that puts your information at risk, we'll tell you and the ICO where the law requires it.

9. Your rights

Under UK data protection law you have the right to:

access the personal information we hold about you and get a copy
have inaccurate information corrected
have your information deleted, where we no longer have a good reason to keep it
restrict how we use it in certain circumstances
object to our using it where we rely on legitimate interests, including stopping maintenance reminders at any time
withdraw consent at any time, for example to the use of photos or to cookies (this doesn't affect anything done before you withdrew it)
receive information you gave us in a format you can pass to someone else (data portability)

To use any of these rights, email sales@xtxltd.co.uk or call 07738519252. It's free, and we'll respond within one month. We may ask you to confirm your identity first. Some information we have to keep by law (for example invoices for HMRC), even if you ask us to delete it, and we'll explain if that applies.

10. Cookies

Cookies are small files that websites store on your device. Our website is built on Wix, which uses:

Essential cookies, which make the site work and keep it secure (for example remembering your cookie choices and protecting our forms from spam). These don't need your consent.
Analytics cookies, from Wix Analytics / Google Analytics, which show us how visitors use the site so we can improve it. We use these only if you accept them in our cookie banner.
Marketing cookies, for example from Facebook or Google Ads, which help measure adverts. Used only if you accept them.

You can change your choice at any time with the cookie settings link at the bottom of every page, or by clearing cookies in your browser. Embedded content such as YouTube videos or social media links may set their own cookies once you interact with them.

11. Questions and complaints

If you have a question or concern about how we've handled your information, please contact us first at sales@xtxltd.co.uk. We'll acknowledge your complaint promptly and do our best to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator:

Website: ico.org.uk/make-a-complaint
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

12. Changes to this policy

We'll update this policy if the way we use information changes. The latest version will always be on this page.

Last updated: 17/10/2026.