Data Retention Policy

Effective Date: 25 May 2026
Business: KoolCreations Limited
Website: www.koolcreations.co.uk


1. Introduction

This Data Retention Policy explains how long KoolCreations retains personal data collected through our website, services, and communications.

We are committed to complying with UK GDPR and ensuring that personal data is not kept longer than necessary.


2. What Data We Collect

We may collect and process the following data:

  • Name
  • Email address
  • Phone number
  • Address (if provided for quotation purposes)
  • Project details (e.g. kitchen photos)
  • Website usage data (analytics)
  • Communication history

3. How Long We Keep Data

We retain personal data only for as long as necessary for the purposes for which it was collected.


A. Customer Enquiry Data

If you submit an enquiry:

  • Retained for 12 months
  • Used for quotation, follow-up, and customer service

If you become a customer:

  • Retained for up to 7 years (legal/accounting purposes)


B. Marketing Data

If you opt into marketing communications:

  • Retained until you unsubscribe or withdraw consent


C. Website Analytics Data

  • Retained for 26 months (Google Analytics default setting)
  • Used in aggregated, anonymised form where possible


D. Project & Portfolio Data

We may retain:

  • Before/after photos
  • Project descriptions
  • Location (generalised, e.g. “Chelsea project”)


Retention:

  • Up to 10 years, unless requested for removal (where legally permitted)


Used for:

  • Portfolio display
  • marketing
  • case studies


E. Legal & Tax Data

Where required by law:

  • Invoices and financial records retained for 6–7 years
  • In line with HMRC requirements


4. Data Deletion Requests

You have the right to request deletion of your personal data.

We will:

  • review the request
  • delete data where legally possible
  • retain only data required for legal compliance


5. Secure Storage of Data

We store data securely using:

  • password-protected systems
  • secure cloud storage
  • encrypted email providers where applicable

We take appropriate technical and organisational measures to prevent unauthorised access.


6. Sharing of Data

We do not sell personal data.

We may share limited data with:

  • website hosting providers
  • email service providers
  • accounting systems
  • analytics providers (in anonymised form where possible)

All third parties are GDPR compliant.


7. Your Rights

Under UK GDPR, you have the right to:

  • access your data
  • request correction
  • request deletion
  • restrict processing
  • object to processing
  • withdraw consent


8. Updates to This Policy

We may update this Data Retention Policy periodically. Updates will be published on this page.


9. Contact Us

If you have any questions:


KoolCreations Limited
Website: www.koolcreations.co.uk
Email: projects@koolcreations.co.uk