1. Introduction

This Privacy Policy explains how A&D Cleaning Services (“we”, “our”, “us”) collects, uses, and protects personal information when you visit our website or contact us through our online forms.

We are the Data Controller for all personal information submitted through this website. Our website is maintained by an external webmaster (Chris the Web Design Guy), who does not have access to customer data submitted through our forms.

2. Personal Data We Collect

When you submit an enquiry through our website or book a clean, we may collect the following information:

• Identity Data: Name.
• Contact Data: Email address, phone number, and home/business address (where the cleaning takes place).
• Service Data: Type of cleaning required (e.g., end of tenancy, carpet cleaning), frequency, and property details.
• Access Data: In some cases, to facilitate entry to your property, we may collect and securely store key codes, alarm codes, or key-safe combinations.
• Payment Data: Records of payments made (via Bank Transfer, PayPal, or Card). We do not store full credit/debit card numbers directly; these are handled by secure third-party payment processors.

3. How Your Data Is Used

We use the personal information you provide for the following purposes:

• Responding to your quote requests and enquiries.
• Scheduling and performing cleaning services at your property.
• Communicating with you regarding appointment times, cancellations, or changes.
• Processing payments and issuing invoices.
• Complying with legal obligations (e.g., tax and accounting records).

We do not sell your data to third parties.

4. Security of Property Access Data

If you provide us with keys, alarm codes, or key-safe combinations to access your property:

• Physical Keys: Are kept in a secure location when not in use and are never labelled with your full address to prevent misuse if lost or stolen.
• Access Codes: Alarm and key-safe codes are stored securely and separately from your address details where possible.
• Usage: This information is strictly used only by our team members required to perform the cleaning service.

5. Legal Basis for Processing

We process personal data under the following lawful bases, as defined by the UK GDPR:

• Contractual Necessity (Article 6(1)(b)): We process your data (Name, Address, Contact Info) because it is necessary to provide the service you have requested (cleaning your home or business) or to provide a quote before entering into a contract.
• ICO explanation:
  https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/contract/
• Legal Obligation (Article 6(1)(c)): We process financial transaction data to comply with UK tax laws and accounting requirements (e.g., HMRC).
• ICO explanation:
  https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/legal-obligation/
• Legitimate Interests (Article 6(1)(f)): We process data to effectively manage our business, respond to enquiries, and ensure the safety of our staff and your property.
• ICO explanation:
  https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/legitimate-interests/

6. Data Retention

• Enquiry Data: Emails and quote requests that do not result in a booking are kept for a reasonable period (typically 12 months) to allow for follow-up questions, then deleted.
• Customer Data: If you become a customer, we retain your data for as long as you use our services.
• Financial Records: Invoices and payment records are retained for 6 years to comply with UK tax law (HMRC).
• Access Data: Key codes and alarm codes are deleted or destroyed immediately after our contract with you ends.

7. Third-Party Services

We use trusted third-party service providers to help run our business and analyze how our website is used. These providers act as data processors on our behalf:

• Email Providers: (e.g., Outlook) To communicate with you.
• Payment Processors: (e.g., PayPal, Bank services) To process your payments securely.
• Google Maps/reCAPTCHA: Our website uses Google services for location maps and spam prevention on forms.
• Google Site Kit & Google Analytics: We use Google Site Kit to integrate Google Analytics 4 (GA4) on our website. This allows us to see how visitors find and use our site so we can improve our services. Google Analytics collects data such as your IP address, browser type, and pages visited. This data is anonymized and aggregated by Google before we see it.

8. Cookies

Our website uses cookies for essential functionality, security, and performance analysis.

• Essential Cookies: Required for the site to work (e.g., remembering your session).
• Security Cookies: (e.g., Google reCAPTCHA) Used to prevent spam on our contact forms.
• Performance & Analytics Cookies: (Google Analytics) These cookies help us understand how many people visit our site and which pages are most popular. They do not store personal information that can identify you directly.

9. Your Data Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate data (e.g., a change of address).
• Deletion: Request that we delete your data (this applies where we no longer have a legal need to keep it, such as for tax purposes).
• Objection: Object to how we process your data in certain circumstances.

To exercise these rights, please contact us using the details below.

10. Data Transfers

When we use Google Analytics, some data may be processed on servers located outside the UK (e.g., in the USA). Google is certified under the Data Privacy Framework, which ensures that your data receives a level of protection essentially equivalent to the UK GDPR.

11. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal obligations.

Updates will be posted on this page with a revised “Effective Date” at the top of this page.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

A&D Cleaning Services Address: 6 Glenda Court, Norwich, Norfolk, NR5 0AY Email: estervitor@outlook.com Phone: 07354 369365

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Chris the Web Design Guy (CTWDG)
hello@christhewebdesignguy.com
https://christhewebdesignguy.com