Privacy Policy

1. Introduction

Cleaning Apex & Facility Services Limited ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller for the personal data we process. If you have any questions about this policy or our data practices, please contact us using the details provided at the end of this document.

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide when you:

• Request a quote or book our services
• Create an account or customer profile
• Contact us by phone, email, or through our website
• Subscribe to our newsletter or marketing communications
• Provide feedback or reviews

This information may include:

• Identity data: Name, title
• Contact data: Address, email, phone number
• Property data: Property address, access information, keys/codes
• Financial data: Payment card details, bank account information
• Service data: Cleaning preferences, special requirements, service history
• Communication data: Your correspondence with us

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Technical data: IP address, browser type, device information, operating system
• Usage data: Pages visited, time spent, navigation paths
• Location data: General geographic location based on IP address

3. How We Use Your Information

We use your personal data for the following purposes and legal bases:

4. Data Sharing

We may share your personal data with:

• Our staff: Cleaners and administrators who need access to perform their duties
• Payment processors: To process your payments securely (e.g., Stripe, PayPal)
• IT service providers: Who help us maintain our systems and website
• Professional advisors: Accountants, lawyers, insurers as necessary
• Regulatory authorities: HMRC, ICO, or other bodies when legally required

We do not sell your personal data to third parties. Any third parties we share data with are contractually bound to protect your information and use it only for specified purposes.

5. Data Retention

We retain your personal data only for as long as necessary:

• Active customer data: For the duration of our business relationship plus 6 years
• Financial records: 7 years (as required by HMRC)
• Marketing data: Until you unsubscribe or withdraw consent
• Website analytics: 26 months
• CCTV footage: 30 days (if applicable to our premises)

6. Your Rights

Under UK GDPR, you have the following rights:

To exercise any of these rights, please contact us using the details below. We will respond within one month. There is no fee for most requests, but we may charge a reasonable fee for repetitive, manifestly unfounded, or excessive requests.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (SSL/TLS) and at rest
• Secure password policies and access controls
• Regular security assessments and updates
• Staff training on data protection
• Physical security measures for our premises
• Secure disposal of data when no longer needed

8. Cookies

Our website uses cookies to enhance your experience. Cookies are small text files stored on your device.

Types of Cookies We Use

• Essential cookies: Required for the website to function (no consent needed)
• Analytics cookies: Help us understand how visitors use our site
• Marketing cookies: Used to deliver relevant advertisements

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect website functionality.

9. International Data Transfers

Your data is primarily stored and processed within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as:

• Transfers to countries with adequate data protection (UK adequacy decisions)
• Standard Contractual Clauses approved by the ICO
• Binding Corporate Rules where applicable

10. Children's Privacy

Our services are not directed at children under 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated to you via email or a prominent notice on our website. The "Last updated" date at the top indicates when this policy was last revised.

12. Complaints

If you have concerns about how we handle your data, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

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