Privacy Policy
Your privacy matters to us. Learn how we collect, use, and protect your personal information.
Immaculate Cleaners ("we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
By using our website or services, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our website or services.
1. Information We Collect
Personal Information
We collect personal information that you voluntarily provide to us when you:
- Request a quote or book a service
- Create an account on our website
- Subscribe to our newsletter or marketing communications
- Contact us via phone, email, or contact forms
- Participate in surveys or promotions
This personal information may include:
- Full name
- Email address
- Phone number
- Postal address and postcode
- Property details (type, size, specific requirements)
- Payment information (processed securely through third-party payment processors)
- Preferences for cleaning services
Automatically Collected Information
When you visit our website, we automatically collect certain information about your device, including:
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent on pages
- Referring website addresses
- Click patterns and website navigation paths
2. How We Use Your Information
We use the information we collect for the following purposes:
Service Delivery
- Process and fulfill your cleaning service bookings
- Communicate with you about your bookings and services
- Send appointment reminders and confirmations
- Provide customer support and respond to your inquiries
- Process payments and maintain transaction records
Business Operations
- Improve and personalize your experience on our website
- Analyze usage patterns and optimize our services
- Conduct research and analysis to improve our offerings
- Maintain security and prevent fraud
- Comply with legal obligations and resolve disputes
Marketing Communications
- Send promotional offers and special deals (with your consent)
- Provide newsletters and cleaning tips
- Inform you about new services and features
- Send customer satisfaction surveys
Your Marketing Preferences
You can opt out of marketing communications at any time by:
- Clicking the "unsubscribe" link in any marketing email
- Contacting us directly at privacy@immaculate.co.uk
- Updating your preferences in your account settings
Note: You will still receive essential service-related communications even if you opt out of marketing.
3. Legal Basis for Processing (GDPR)
Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:
| Legal Basis | Purpose |
|---|---|
| Contract Performance | To provide cleaning services you've requested and fulfill our contractual obligations |
| Consent | For marketing communications and non-essential cookies |
| Legitimate Interest | To improve our services, prevent fraud, and maintain security |
| Legal Obligation | To comply with tax, accounting, and other legal requirements |
4. Information Sharing and Disclosure
We do not sell, rent, or trade your personal information. We may share your information in the following circumstances:
Service Providers
We share information with trusted third-party service providers who assist us in operating our business:
- Payment Processors: To process secure payments (e.g., Stripe, PayPal)
- Email Service Providers: To send communications (e.g., Mailchimp)
- Website Hosting: To host and maintain our website (e.g., Squarespace)
- Analytics Services: To understand website usage (e.g., Google Analytics)
- Scheduling Software: To manage bookings and appointments
All service providers are contractually obligated to protect your data and use it only for specified purposes.
Legal Requirements
We may disclose your information if required to do so by law or in response to:
- Legal proceedings or court orders
- Government or regulatory requests
- Protection of our rights, property, or safety
- Investigation of potential fraud or security issues
Business Transfers
In the event of a merger, acquisition, or sale of all or part of our business, your information may be transferred to the acquiring entity.
5. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your browsing experience and analyze website traffic.
Types of Cookies We Use
- Essential Cookies: Required for website functionality and security
- Performance Cookies: Help us understand how visitors interact with our website
- Functionality Cookies: Remember your preferences and settings
- Marketing Cookies: Track your visit across websites to provide relevant advertising
You can control cookie preferences through your browser settings. However, disabling certain cookies may limit website functionality.
Cookie Consent
When you first visit our website, you'll see a cookie consent banner. You can accept all cookies or customize your preferences. You can change your cookie settings at any time through our cookie preference center.
6. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Encryption: All data transmissions are encrypted using SSL/TLS technology
- Secure Storage: Personal data is stored on secure servers with restricted access
- Access Controls: Only authorized personnel can access personal information
- Regular Audits: We conduct security assessments and update our practices regularly
- Staff Training: All employees receive data protection and security training
- Incident Response: We have procedures in place to respond to data breaches
While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your data to the best of our ability.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.
Retention Periods
- Active Customers: For the duration of the business relationship plus 6 years for accounting purposes
- Quotes and Inquiries: 2 years from the date of inquiry
- Marketing Lists: Until you unsubscribe or request deletion
- Website Analytics: 26 months (Google Analytics default)
- CCTV Footage: 30 days (if applicable)
After the retention period expires, we securely delete or anonymize your personal information.
8. Your Rights Under GDPR
As a data subject under GDPR, you have the following rights:
Your Data Rights
- Right to Access: Request a copy of your personal data we hold
- Right to Rectification: Request correction of inaccurate or incomplete data
- Right to Erasure: Request deletion of your personal data ("right to be forgotten")
- Right to Restrict Processing: Request limitation on how we use your data
- Right to Data Portability: Receive your data in a structured, machine-readable format
- Right to Object: Object to processing based on legitimate interests or for direct marketing
- Right to Withdraw Consent: Withdraw consent for processing at any time
- Right to Lodge a Complaint: File a complaint with the ICO (Information Commissioner's Office)
To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.
9. 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 immediately, and we will delete such information.
10. International Data Transfers
Your information may be transferred to and processed in countries outside the UK and European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses approved by the European Commission
- Adequacy decisions recognizing equivalent data protection standards
- Privacy Shield certification (where applicable)
11. Third-Party Links
Our website may contain links to third-party websites, social media platforms, or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by:
- Posting the updated policy on our website with a new "Last Updated" date
- Sending an email notification to registered users (for material changes)
- Displaying a prominent notice on our website
We encourage you to review this policy regularly to stay informed about how we protect your information.
Questions or Concerns?
If you have any questions about this Privacy Policy or how we handle your personal information, please don't hesitate to contact us.
13. Data Protection Officer
For data protection inquiries or to exercise your rights, you can contact our Data Protection Officer:
Email: info@immaculateservices.co.uk
Address: Data Protection Officer, Immaculate Cleaners, Reading, Berkshire, UK
14. Supervisory Authority
If you believe we have not handled your personal data appropriately, you have the right to lodge a complaint with the UK's supervisory authority:
Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113