This is the privacy notice of Exeter Cleaning Company (SW) Limited. In this document, “Exeter Cleaning”, “we”, “our”, or “us” refer to Exeter Cleaning Company (SW) Limited.

We are company number 07059231 registered in England and Wales.

Our registered office is at Sidaways Limited, 5 Providence Court, Pynes Hill, Exeter, EX2 5JL.

Introduction

  1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
  2. For the sake of simplicity, we have decided to combine our website (online) and general (offline) privacy notices. It is our opinion that the privacy does not always respect the boundaries of ‘website’ and ‘non-website’ and, therefore, we have created a notice that deals with all privacy matters.
  3. With regards to our website, unfortunately, if there are one or more points below with which you are not in agreement, you must stop using our website immediately. Acceptance of this notice is a requirement of use of our site and your continued use of our site will be proof of your acceptance.
  4. We take the protection of your privacy and confidentiality very seriously. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party.
  5. We promise to preserve the confidentiality of all information that you provide to us and we would ask that you reciprocate.
  6. It is our aim that this policy complies with prevailing UK law, including the requirements of the EU General Data Protection Regulation (GDPR).
  7. The law requires us to tell you about your rights and our obligations to you in relation to the processing and control of your personal data. You can find current information about your rights and our obligations to you at the Information Commissioner’s Office (ICO) website https://ico.org.uk The ICO is part of the UK government and the contents of that site are the responsibility of the ICO.
  8. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
  9. Where we have provided examples in this notice, these examples do not form an exclusive list of the points but are merely meant as illustrative aids.

How we may process information about you

The law requires us to determine under which of six defined bases we process different categories of your personal information and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant to you then we shall immediately stop processing your data.

If the basis changes then, where required by law, we will notify you of the change and of any new basis under which we have determined that we can continue to process your information.

1.          Information we process because we have a contractual obligation with you

When you buy a service or a product from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.

We may use it in order to:

1.1.        verify your identity for security purposes

1.2.        provide you with our services

1.3.        sell products to you

1.4.        provide you with suggestions and advice on products, services and how to obtain the most from using our website and business

We process this information on the basis there is a contract between us or that you have requested we use the information before we enter into a legal contract (for example, to provide a quote or estimate).

Additionally, we may aggregate this information in a general way and use it for management or organisational purposes, for example to monitor our performance with respect to a particular service we provide. If we use it in this way, you as an individual will not be personally identifiable.

We will continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

2.          Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including, for example, about job opportunities orour products and services, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

Sometimes you might give your consent implicitly, such as when you send us a message via a contact form or by e-mail to which you would reasonably expect us to reply.

Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide us with information, for example to monitor the performance of a particular page on our website or to allow us to see which months of the year are busiest for quote requests.

If you have given us explicit permission to do so, we may from time to time pass your name and contact information to relevant people and or businesses that we consider may provide services or products you would find useful.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us dataprotection@exetercleaning.co.ukHowever, if you do so, you may not be able to use our website or our services further.

3.          Information we process for the purposes of legitimate interests

We may process information on the basis that there is a legitimate interest, either to you or to us, of us doing so.

Where we process your information on this basis, we do so after having given consideration to:

  • whether the same objective could be achieved through other means
  • whether processing (or not processing) might cause you harm
  • whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so

For example, we may process your data on this basis for the purposes of:

  • record-keeping for the proper and necessary administration of our business
  • responding to unsolicited communication from you to which we believe you would expect a response
  • protecting and asserting the legal rights of any party
  • insuring against or obtaining professional advice that is required to manage business risk
  • protecting your interests where we believe we have a duty to do so

4.          Information we process because we have a legal obligation

We are subject to the law like you and everyone else. Sometimes, we must process your information in order to comply with a statutory obligation or other legal requirement.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

Specific uses of information you provide to us

5.          Information provided on the understanding that it will be shared with a third party

You may provide us with information that you expect to be passed on to another business or person. For example, you may ask us to provide contract cleaning services and also arrange for specialist services provided by another cleaning company.

In providing personal information, it is up to you to satisfy yourself about the privacy level of every person who might use it.

Once your information enters the public domain, we have no control over what any individual third party may do with it. While we are careful with who we share information, we can accept no responsibility for their actions at any time.

Provided your request is reasonable and there is no legal basis for us to retain it, then at our discretion we may agree to your request to delete personal information that you have posted. You can make a request by contacting us at dataprotection@exetercleaning.co.uk

6.          Complaints regarding content on our website

We take great care about what is written on our website and the content that it contains.

If you have a complaint about any of the content on our website, we will happily investigate for you.

If we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.

However, if we think your complaint is vexatious or without any basis, we reserve the right not to correspond with you about it.

7.          Information relating to payment methods

We do not store any credit card or direct debit information.

 

8.          Job applications and employment

If you send us information in connection with a job application or send information as part of a speculative approach, we may keep it for up to three years in case we decide to contact you at a later date.

If we employ you, we will collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for up to six years before destroying or deleting it.

9.          Sending us a message

We welcome all your messages. When you contact us, whether by telephone, text/SMS through our website, by e-mail, through social media channels or by other means, we will collect the data you have given to us in order to reply with the information you need.

We will record your request and our reply in order to increase the efficiency of our business.

We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide with a high-quality service.

10.      Complaining

When we receive a complaint, we record all the information you have given to us.

We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

11.      Affiliate and business partner information

This is information given to us by you in your capacity as a formal or informal affiliate of us or as a business partner.It allows us to recognise business that you have referred to us.

The information is not used for any other purpose.

We undertake to preserve the confidentiality of the information and of the terms of our relationship. We expect any affiliate or partner to agree to reciprocate this policy.

Use of information we collect through automated systems when you visit our website

12.      Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose.

If you choose not to use cookies or you prevent their use through your browser settings, you may not be able to use all the functionality of our website.

We use cookies in a variety of ways including:

12.1.     to track how people use our website (see next section).

12.2.     to record whether you have seen specific messages we display on our website.

12.3.     to ensure that certain functionality works such as, for example, the link between our site and Twitter or other social networks.

13.      Personal identifiers from your browsing activity

When you visit our website, requests by your web browser to our servers for web pages and other content are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and deciding what needs to change.

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally. We can foresee no reason why we would attempt this unless required to do so in law.

14.      Our use of re-marketing

Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our services or products when you visit some other website.

We do not use re-marketing services.

Disclosure and sharing of your information

15.      Third party advertising on our website

Third parties do not advertise on our website. We do, however, sometimes mention and link to businesses with which we have worked. We have no control over these businesses and our privacy notice does not cover the information practices of these third parties.

16.      Credit Reference & Debt Collection

To assist in combating fraud and the collection of unpaid debts, we reserve the right to share information with credit reference and debt collection agencies.

17.      Data may be processed outside the European Union

Our websites are hosted in the Netherlands.

In common with other businesses, we may also use outsourced services in countries outside the European Union from time to time in other aspects of our business. These could include, for example, cloud services such as storage or SAAS (software as a service) hosted outside the EU.

Accordingly data obtained within the UK or any other country could be processed outside the European Union. Where this does happen, we endeavour to ensure that the data transferred and processed is subject to the same standards or processing and security as would be the case within the EU.

Access to your own information

18.      Access to your personal information

18.1.     At any time you may review or update personally identifiable information that we hold about you, by sending us a request at dataprotection@exetercleaning.co.uk

18.2.     After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.

19.      Correction or removal of your information

If you wish us to correct or remove personally identifiable information, you may make your request by emailing us at dataprotection@exetercleaning.co.uk

If you request the removal of your information, this may limit the service we can provide to you.

20.      Verification of your information

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

Other matters

21.      Use of site by children

We do not sell products or provide services for purchase by children, nor do we market to or form contracts with children. We are primarily a business to business company.

22.      Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.

Whenever information is transferred between us on our website, you can check that it is done using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

23.      How you can complain

23.1.     If you are not happy with our privacy policy or if have any complaint then you should tell us by email. Our address is dataprotection@exetercleaning.co.uk

23.2.     If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

23.3.     If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office. This can be done at https://ico.org.uk/concerns/

24.      Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

24.1.     to provide you with the services you have requested;

24.2.     to comply with other laws, including for the period demanded by our tax authorities;

24.3.     to support a claim or defence in court.

25.      Compliance with the law

Our privacy policy has been compiled so as to comply with the law of England and Wales as this is where we do business.

We do our best but we are only human – if you spot something and it’s wrong, let us know and we will correct it.

26.      Review of this privacy policy

We may update this privacy notice from time to time. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.

If you have any question regarding our privacy policy, please contact us.