Privacy Policy

The data controller responsible for your personal data is Snap Startups Limited, the company that operates Washroom Score. We are the organisation that decides how and why your personal data is used.

We do not currently have a named Data Protection Officer. All data protection queries and requests are handled by our team at hello@washroomscore.co.uk.

We collect different personal data depending on how you interact with Washroom Score:

• Sales enquiries (“Get Washroom Score”): business name, your name, work email, phone number, your role, the approximate number of venues, your region, the plan you’re interested in, and any message you provide.
• Assessor applications: your full name, email, mobile number, home postcode, areas you can cover, preferred travel radius, transport method, a clear profile photo of your face, and images of the front and back of an identity document (for example a driving licence or passport). We also collect your responses about previous experience and your acknowledgements of our assessor rules.
• Business accounts: your account email, business details, and the venue information you add (venue name, address, postcode, manager contact details and notes).
• Inspections: the photographic evidence, location, and questionnaire responses captured by an assessor during a washroom inspection, together with the resulting scores and findings.
• Public washroom reports: the venue name, postcode, location detail, date of visit, your name and email (optional), your answers to the report questions, and any notes you add.
• Account & usage data: your email address and login information when you create or sign in to an account.

We use your personal data for the following purposes, each with a lawful basis under UK GDPR:

• To respond to sales enquiries and build a plan for your business — based on our legitimate interests in developing our service and responding to your request.
• To assess and approve assessor applications, verify identity, and run training — based on our legitimate interests in operating a trusted, vetted assessor network and our safeguarding obligations.
• To provide the Washroom Score service to businesses (scheduling inspections, scoring venues, reporting findings) — based on the contract we have with the business, or steps taken at its request before a contract.
• To carry out and score washroom inspections — based on the contract with the business whose venue is inspected.
• To receive and review public washroom reports — based on our legitimate interests in improving washroom standards and responding to public feedback.
• To run analytics cookies — based on your consent, which you can give or refuse (see Section 4).
• To keep records and meet legal and regulatory obligations — based on our legal obligations.

We use standard Google Analytics cookies to understand how visitors use our website so we can improve it. These cookies collect aggregated, anonymous information such as how you reached the site, the pages you visit, and approximate location. They do not identify you personally.

Analytics cookies are set only with your consent. You can decline them, and you can withdraw your consent or change your cookie preferences at any time through your browser settings. Blocking analytics cookies will not stop the site from working.

We do not use cookies for advertising, profiling, or selling your data to third parties.

We do not sell your personal data. We share it only as necessary to operate the service:

• With the business whose venue is inspected: the inspection scores, findings, and recommendations for that venue are shared with the business that requested or receives the assessment.
• With assessors: approved assessors receive the venue details needed to carry out an assigned inspection.
• With our service providers (data processors): our hosting and platform provider, Base44, processes data on our behalf to run the service, and Google processes analytics data via the cookies described above. These providers may only use your data as instructed by us.
• Where required by law: we may disclose data to authorities where we are legally obliged to.

Inspection evidence is assessed using our AI-assisted scoring methodology to produce a consistent Washroom Score. This processing scores the condition of a venue, not a person, and does not produce decisions that have a legal or similarly significant effect on you as an individual. You can contact us if you would like more information about how a score was produced.

We keep personal data only for as long as is necessary for the purposes set out in this policy, and in line with legal and regulatory requirements. In practice:

• Sales leads are kept while there is a live enquiry or business relationship, and are then deleted or anonymised.
• Assessor application data — including identity documents and the profile photo — is retained for the duration of the assessor relationship and for as long as we are required to keep it to meet our legal and safeguarding obligations.
• Inspection records are retained for the business they relate to, for audit and historical comparison, for as long as required.
• Public washroom reports are kept while they remain relevant to our review and improvement work, and are then removed.

When data is no longer needed, we either delete it or remove the details that identify you. Where we must keep records to meet a legal obligation, we hold only what is required and keep it secure.

We take appropriate technical and organisational measures to protect your personal data, including access controls and secure storage. Our platform provider processes data on our behalf and may transfer or store data outside the United Kingdom. Where that happens, we rely on the safeguards put in place by our provider (such as standard contractual clauses) to ensure your data is protected to UK standards.

Under UK GDPR you have the following rights over your personal data:

• Access — ask what data we hold about you and receive a copy.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — ask us to delete your data in certain circumstances.
• Restriction — ask us to limit how we use your data.
• Portability — receive some of your data in a reusable format.
• Objection — object to us using your data, including for legitimate interests.
• Withdraw consent — withdraw consent for cookies at any time.

To exercise any of these rights, email us at hello@washroomscore.co.uk. We will respond within one month. If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Washroom Score is not intended for, and we do not knowingly collect personal data from, anyone under 18. Assessor applicants must confirm they are over 18, and we do not knowingly accept applications or reports from anyone under 18. If you believe a child has provided us with personal data, please contact us and we will delete it.

We may update this policy from time to time. The “last updated” date at the top of this page will always reflect the most recent version. We encourage you to review this page periodically.

If you have any questions about this policy or your personal data, please contact us at hello@washroomscore.co.uk.