Privacy Policy
Purpose of the Policy
This Privacy Policy describes how personal data is collected, used, and protected in connection with general cleaning services for buildings. It outlines the responsibilities regarding data privacy and the rights of individuals whose data may be processed.
This policy applies to all interactions, including those conducted through the website, phone, email, or in person, and includes clients, contractors, employees, and website visitors.
Data Collection and Use
Categories of Data Collected
Information is only collected when necessary for the delivery of cleaning services or to fulfill a legal obligation. Types of personal data that may be collected include:
Identification and Contact Information
- Full name
- Phone number
- Email address
- Billing address
- Service location address
Service-Related Information
- Requested service types (e.g., deep cleaning, exterior facade cleaning)
- Property details (square footage, number of floors, building type)
- Scheduling preferences
- Client instructions or notes
Communication Data
- Inquiries submitted through contact forms
- Emails or phone call summaries
- Feedback or survey responses
Technical Data
- IP address
- Browser type
- Device used
- Pages viewed on the website
- Access times and dates
Purposes of Data Processing
Collected data is processed to:
- Provide building cleaning services
- Schedule appointments and site visits
- Communicate before, during, and after service delivery
- Send invoices and manage payments
- Respond to inquiries and service requests
- Improve operational efficiency and service quality
- Comply with regulatory requirements and insurance obligations
Legal Basis for Processing
Contractual Necessity
Personal data is processed to fulfill service agreements, issue estimates, coordinate with property managers, and deliver the agreed-upon cleaning services.
Consent
In cases where consent is required (e.g., receiving newsletters or being featured in a case study), clear and informed permission is requested in advance.
Legal Obligations
Some information is stored or reported to comply with tax laws, health and safety regulations, or insurance audits.
Legitimate Interest
Certain data may be processed to improve customer experience, protect company property, or pursue claims in the event of contract breaches or damages.
Data Storage and Retention
Retention Periods
Data is retained only for as long as necessary to meet the purposes described above. Typical storage periods include:
- Service records: up to 7 years (for accounting and legal compliance)
- Client contact details: up to 2 years after last service
- Communication logs: up to 12 months
- Job site records or access instructions: deleted immediately after final visit unless legally required
Retention periods may be extended if needed for ongoing legal or insurance claims.
Secure Storage
All digital data is stored on secured systems with limited access. Physical documents, if any, are kept in locked storage with restricted personnel access.
Sharing and Disclosure of Data
Service Providers
Personal data may be shared with subcontractors or third-party service providers strictly for operational purposes, such as:
- Cleaning crew assignment and scheduling
- Invoicing and payment processing systems
- CRM or booking software
- Legal and accounting consultants
These third parties are contractually bound to respect data confidentiality and process information only as instructed.
Legal Requirements
Information may be disclosed to government authorities, courts, or law enforcement if required by applicable laws or to respond to valid legal claims.
No Commercial Data Selling
Personal information is never sold, rented, or shared for marketing purposes with unrelated third parties.
Data Subject Rights
Right to Access
Individuals may request a copy of personal data held, along with the reasons for processing and retention periods.
Right to Rectification
Incorrect or outdated data can be updated upon request to ensure accuracy.
Right to Erasure
Under specific conditions, data subjects may request the deletion of their personal information. This applies unless data retention is required for legal or contractual reasons.
Right to Restriction
Processing of certain data may be temporarily restricted in the event of a dispute or while accuracy is verified.
Right to Object
Individuals may object to the processing of their personal data where it is based on legitimate interest or direct marketing (if any).
Right to Data Portability
When applicable, individuals can request to receive their data in a commonly used, machine-readable format for transfer to another service provider.
Requests can be made through the designated contact email, and a response will be issued within the statutory timeframe.
Cookies and Website Tracking
What Are Cookies?
Cookies are small files placed on a user’s device to store preferences, support analytics, and enhance website performance.
Types of Cookies Used
- Essential cookies: Enable basic site functionality such as form submission and page navigation
- Analytics cookies: Provide anonymous insights into how the website is used
- Preference cookies: Remember user settings to improve future experiences
Cookie Consent
Visitors are notified about cookie usage and can manage or reject non-essential cookies through their browser settings.
Disabling cookies may impact certain website features, including online booking or contact forms.
Data Security Measures
Technical Safeguards
- SSL encryption for all web-based communications
- Regular software updates and security patches
- Firewall and antivirus protection on all connected systems
Administrative Measures
- Role-based access control to personal data
- Staff training in data protection and privacy standards
- Monitoring and logging of system access
Breach Response Plan
In the unlikely event of a data breach, affected individuals will be notified promptly, and appropriate steps will be taken in accordance with applicable laws and regulations.
Children’s Privacy
Services are not directed toward individuals under the age of 16. No personal information is knowingly collected from minors. If a situation arises where data from a minor is identified, it will be deleted unless necessary for legal compliance or service delivery (e.g., school or daycare facility cleaning).
Changes to This Privacy Policy
This Privacy Policy may be updated to reflect changes in legislation, service offerings, or business practices. All changes will be posted on the website with a revised “Last Updated” date.
Where required, affected parties will be notified directly of material changes.
Contact for Privacy Inquiries
Questions, requests, or complaints related to privacy or data protection should be directed to the designated Data Protection Contact. Requests will be processed in a lawful and timely manner.