Privacy Policy

Last Updated: 23rd September 2026

1. Introduction

CNG SOLUTIONS ("CNG", "we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Statement explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By using our services, visiting our website, or contacting us, you agree to the practices described in this statement.

2. Who We Are — Data Controller

Data Controller: CNG SOLUTIONS

Contact Name: Craig Durant

Email Address: dataoffice@cngsolutions.co.uk

Phone: 01642 089 969

We are the data controller responsible for your personal information. If you have any questions about this statement or how we handle your data, please contact us using the details above.

3. Information We Collect

We may collect and process the following types of personal information:

a. Information You Provide to Us

• Full name, job title, business name
• Contact details — address, email address, phone number
• Site location and access details
• Service requirements and contract details
• Payment information (processed securely via third-party providers)
• Communications with us via email, phone, or our website forms
• Job applications — CV, references, right-to-work documentation

b. Information We Collect Automatically

• Website usage data via cookies (IP address, browser type, pages visited) — see our Cookie Policy below
• Service records — visit dates, work completed, reports submitted
• CCTV or access records where applicable at client sites (we act as data processor for these)

c. Information from Third Parties

• References from previous employers (for job applicants)
• Credit reference agencies (for business credit checks, where applicable)
• Publicly available information from Companies House or similar

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following:

• Lawful Basis - When We Use It
• Contract - To perform our obligations under our service agreement with you
• Legitimate Interest - To communicate with you about our services, improve our offering, and maintain business records
• Legal Obligation - To comply with tax, accounting, health & safety, and employment law requirements
• Consent - For marketing communications and cookie usage (you may withdraw consent at any time)For marketing communications and cookie usage (you may withdraw consent at any time)

5. How We Use Your Information

We use your personal information for the following purposes:

• ✅ To provide and manage our cleaning, maintenance, security, and hospitality services
• ✅ To communicate with you regarding appointments, updates, reports, and invoices
• ✅ To process payments and maintain financial records
• ✅ To respond to enquiries and provide quotes
• ✅ To recruit, employ, and manage our staff
• ✅ To comply with legal and regulatory obligations (tax, health & safety, insurance)
• ✅ To maintain health & safety records and risk assessments
• ✅ To send marketing communications only where you have given consent
• ✅ To improve our website, services, and customer experience

We will never sell your personal data to third parties.

6. How Long We Keep Your Information

We retain your personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Data Type  

-Retention Period

• Client contracts & correspondence                             6 years after contract ends (tax/legal requirement)
• Financial & invoice records           6 years (HMRC requirement)
• Job applicant data                           6 months after recruitment process ends
• Employee records                           6 years after employment ends
• Health & safety records                 40 years (where applicable)
• Marketing consent records           Until consent is withdrawn
• Website analytics data                   26 months

When data is no longer required, it is securely deleted or destroyed.

7. Who We Share Your Information With

We may share your personal data with:

• Service Providers & Processors — IT/software providers, accountants, insurers, payment processors (Stripe/PayPal), and cloud storage providers, all bound by confidentiality agreements
• Professional Advisors — Solicitors, auditors, and consultants where necessary
• Law Enforcement & Regulators — Where required by law or to protect our legal rights
• Our Staff — Only where necessary to perform their duties, and on a need-to-know basis

All third-party processors are contractually required to protect your data and may only process it on our instructions.

8. International Data Transfers

We primarily store and process your data within the United Kingdom. Where our service providers use servers outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or adequacy decisions, to protect your data in line with UK GDPR.

9. Data Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures, including:

• 🔒 Password-protected systems with multi-factor authentication where possible
• 🔒 Encrypted data storage and transmission (SSL/TLS)
• 🔒 Access restricted to authorised personnel only
• 🔒 Staff confidentiality agreements and data protection training
• 🔒 Secure disposal of physical and digital records
• 🔒 Regular security reviews and updates
• 🔒 Third-party payment processors compliant with PCI DSS standards

In the event of a data breach affecting your personal data, we will notify you and the Information Commissioner's Office (ICO) within the legally required timeframe (72 hours where applicable).

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right - What it Means

• Right of Access - Request a copy of the personal data we hold about you
• Right to Rectification - Request correction of inaccurate or incomplete data
• Right to Erasure - Request deletion of your data ("right to be forgotten"), where legally permitted
• Right to Restrict - Processing Request we limit how we use your data in certain circumstances
• Right to Data Portability - Request your data in a structured, commonly used format
• Right to Object - Object to processing based on legitimate interest or for direct marketing
• Right to Withdraw Consent - Withdraw consent at any time for consent-based processing
• Right to Lodge a Complaint - Complain to the ICO if you are unhappy with how we have handled your data

To exercise any of these rights, please contact us at dataoffice@cngsolutions.co.uk. We will respond within one calendar month.

Information Commissioner's Office (ICO):

• Website: www.ico.org.uk
• Helpline: 0303 123 1113

11. Cookies

Our website uses cookies — small text files stored on your device — to improve your browsing experience. We use:

Cookie Type - Purpose

• Essential Cookies - Required for the website to function properly
• Analytics Cookies - Help us understand how visitors use our site (e.g., Google Analytics)
• Functional Cookies - Remember your preferences and settings

You can control or delete cookies through your browser settings. Please note that disabling essential cookies may affect website functionality.

By using our website, you consent to our use of cookies as described above.

12. Marketing Communications

We may send you information about our services, offers, or updates only if you have explicitly consented to receive them. You can opt out at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Emailing us at dataoffice@cngsolutions.co.uk with "Unsubscribe" in the subject line
• Calling us on 01642 089 969

We will honour opt-out requests promptly.

13. Children's Privacy

Our services are business-to-business and our website is not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us and we will delete it.

14. Changes to This Statement

We may update this Privacy Statement from time to time to reflect changes in law, technology, or our business practices. We will notify you of significant changes by email or via a notice on our website. The "Last Updated" date at the top of this page will always reflect the most recent version.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Statement or how we handle your personal data, please contact us:

Email: dataoffice@cngsolutions.co.uk

Phone: 01642 089 969

CNG Solutions is committed to handling your personal data responsibly, transparently, and in full compliance with UK data protection law.