Privacy Policy

1. Who We Are

Company Name: Immaculate Services
Business Type: Property maintenance and cleaning services
Location: Reading, Berkshire, United Kingdom
Contact: info@immaculatecleaners.co.uk | 0774244189

Immaculate Services is the data controller responsible for your personal information. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information You Provide

We collect information you voluntarily provide when you:

• Request a quote or contact us for services
• Book a cleaning or property maintenance service
• Create an account or sign up for regular services
• Subscribe to our newsletter or communications
• Contact us via phone, email, or contact forms

This information may include:

• Contact Information: Name, email address, phone number, postal address
• Property Information: Address of property requiring services, property type, access details
• Service Information: Type of service required, preferred dates and times, special requirements
• Payment Information: Billing address, payment method details (processed securely by our payment provider)
• Communications: Records of correspondence, feedback, and inquiries

2.2 Information We Collect Automatically

When you visit our website, we automatically collect certain information:

• Device Information: IP address, browser type, operating system
• Usage Data: Pages visited, time spent on pages, links clicked
• Location Data: Approximate geographic location based on IP address
• Cookies: Data collected through cookies and similar technologies (see Section 8)

2.3 Information from Third Parties

We may receive information from third parties such as:

• Google Analytics for website usage statistics
• Social media platforms if you interact with our social media pages
• Payment processors for transaction verification
• Review platforms where you may leave feedback

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Delivery

• To provide quotes and arrange cleaning or property maintenance services
• To schedule appointments and send service reminders
• To access your property and complete requested services
• To process payments and maintain financial records
• To communicate with you about your service bookings

3.2 Customer Service

• To respond to your inquiries and provide customer support
• To handle complaints and resolve disputes
• To request feedback and improve our services
• To maintain records of our communications with you

3.3 Business Operations

• To manage our business operations and service delivery
• To conduct internal training and quality assurance
• To maintain accurate business records and accounts
• To comply with legal and regulatory obligations

3.4 Marketing and Communications

• To send you promotional materials about our services (with your consent)
• To inform you about special offers, seasonal services, or new offerings
• To send newsletters and service updates (you can unsubscribe at any time)
• To conduct market research and improve our marketing

3.5 Website and Analytics

• To analyze website usage and improve user experience
• To understand how visitors interact with our website
• To optimize our website performance and functionality
• To detect and prevent fraud or security issues

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

Purpose	Legal Basis
Providing cleaning and property services	Contract Performance: Processing is necessary to fulfill our contract with you
Processing payments and maintaining accounts	Contract Performance & Legal Obligation: Required for contract fulfillment and tax/accounting compliance
Sending marketing communications	Consent: We will only send marketing with your explicit consent (you can withdraw at any time)
Improving services and website functionality	Legitimate Interests: We have a legitimate interest in improving our business operations
Maintaining records for legal/regulatory purposes	Legal Obligation: Required by tax, employment, and business law
Preventing fraud and ensuring security	Legitimate Interests: We have a legitimate interest in protecting our business and customers

5. How We Share Your Information

We do not sell or rent your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our business:

• Payment Processors: To process payments securely (e.g., Stripe, PayPal)
• Website Hosting: To host and maintain our website (e.g., Squarespace)
• Email Services: To send communications and newsletters
• Analytics Providers: To analyze website usage (e.g., Google Analytics)
• Accounting Services: To maintain financial records and tax compliance

All third-party service providers are required to keep your information secure and confidential and are prohibited from using your data for their own purposes.

5.2 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal processes (court orders, subpoenas)
• Requests from law enforcement or regulatory authorities
• Protection of our legal rights or property
• Investigation of potential fraud or illegal activity
• Protection of the safety of our staff or others

5.3 Business Transfers

If Immaculate Services is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such change and provide information about your rights.

5.4 With Your Consent

We may share your information with other parties if you provide explicit consent for us to do so.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

Retention Periods

• Customer Records: We retain customer information for 6 years after the last service date (in line with UK tax and accounting requirements)
• Financial Records: Payment and invoice information is retained for 6 years (HMRC requirement)
• Marketing Consent: Retained until you withdraw consent or request deletion
• Website Analytics: Automatically deleted after 26 months (Google Analytics default)
• Correspondence: General inquiries are retained for 3 years; service-related correspondence follows customer record retention

After the retention period expires, we securely delete or anonymize your personal information. If you request deletion of your information before the retention period ends, we will comply unless we have a legal obligation to retain the data.

7. Your Rights Under UK GDPR

Under UK data protection law, you have the following rights regarding your personal information:

7.1 Right to Access

You have the right to request a copy of the personal information we hold about you. This is known as a "subject access request" and is usually free of charge.

7.2 Right to Rectification

You can ask us to correct any inaccurate or incomplete personal information we hold about you.

7.3 Right to Erasure ("Right to be Forgotten")

You can request that we delete your personal information in certain circumstances, such as when:

• The information is no longer necessary for the purposes it was collected
• You withdraw consent (where processing was based on consent)
• You object to processing and there are no overriding legitimate grounds
• The data has been unlawfully processed

Note: We may be unable to delete your information if we have a legal obligation to retain it (e.g., tax records).

7.4 Right to Restrict Processing

You can ask us to temporarily restrict the processing of your information in certain circumstances, such as when you contest the accuracy of the data.

7.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another data controller where technically feasible.

7.6 Right to Object

You can object to processing of your personal information where we are relying on legitimate interests or processing for direct marketing purposes. We will stop processing unless we can demonstrate compelling legitimate grounds.

7.7 Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects or significantly affects you.

7.8 Right to Withdraw Consent

Where we process your data based on consent (such as marketing communications), you have the right to withdraw consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience and analyze website usage.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and understand how you use the site.

Types of Cookies We Use

Essential Cookies (Strictly Necessary)

These cookies are necessary for the website to function and cannot be switched off. They enable core functionality such as security, network management, and accessibility.

Analytics Cookies

We use Google Analytics to understand how visitors interact with our website. These cookies collect anonymous information including:

• Number of visitors to the site
• Pages visited and time spent on pages
• Referring websites
• Device and browser information

Marketing Cookies

We may use marketing cookies (such as Google Ads, Facebook Pixel) to:

• Measure advertising effectiveness
• Show relevant ads to visitors who have previously visited our site
• Track conversions from advertising campaigns

Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to:

• View cookies stored on your device
• Delete cookies
• Block all or specific cookies
• Be notified when cookies are set

Please note that blocking essential cookies may impact website functionality. To opt out of Google Analytics, visit: Google Analytics Opt-out

9. Data Security

We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect your data from unauthorized access, alteration, disclosure, or destruction.

Security Measures Include:

• Encryption: We use SSL/TLS encryption for data transmitted via our website
• Secure Payment Processing: Payment information is processed by PCI DSS compliant payment providers
• Access Controls: Personal data is accessible only to authorized staff who need it for their work
• Staff Training: Our team is trained on data protection principles and secure handling of personal information
• Regular Reviews: We regularly review our security measures and update them as necessary
• Secure Storage: Physical records are stored securely, and digital records are protected with passwords and encryption

Despite our security measures, no method of transmission over the internet is 100% secure. If you become aware of any security breach, please contact us immediately.

10. Third-Party Websites

Our website may contain links to third-party websites, such as:

• Social media platforms (Facebook, Instagram)
• Review websites
• Partner or supplier websites

This Privacy Policy applies only to Immaculate Services. We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any external sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will delete such information.

12. International Data Transfers

Your personal information is primarily stored and processed within the United Kingdom. However, some of our third-party service providers may be located outside the UK/EEA, such as:

• Website hosting providers
• Email marketing platforms
• Analytics services

When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK ICO
• Adequacy decisions recognizing equivalent data protection standards
• Binding Corporate Rules for multinational organizations

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending an email notification to registered customers (for significant changes)
• Displaying a notice on our website homepage

We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

14. Complaints and Regulatory Authority

If you have concerns about how we handle your personal information, please contact us first, and we will do our best to resolve the issue.

You also have the right to lodge a complaint with the UK's data protection authority:

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: