Examples of customer information that we collect include names, information on your cleaning requirements, addresses, e-mail addresses and telephone numbers. Some of the information collected by Workplace Cleaners Ltd is data which relates to an identifiable person (“Personal Information”). Personal information is information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
How do we obtain your personal data and what do we use it for?
Personal data is collected when customers complete our website enquiry form, call us on the phone, contact us via Social Media or arrange a quotation visit with a member of our staff.
Workplace Cleaners Ltd collects and stores information about every customer in order to enable the efficient provision of cleaning services demanded by its customers. Workplace Cleaners Ltd uses information about its customers, their businesses, and their cleaning activity to provide or enhance the services it makes available to its customers, communicate with its customers about additional services they may find of value, satisfy our legitimate business interests (including performing trend analysis, market studies and surveys), set prices, establish credit, accomplish the billing function, and comply with government regulations applicable to us.
Any Personal Information which we collect will be used solely for the purpose of providing our services, and we will not store it for any longer period than is legally permissible and required for this purpose.
Sharing your data with third parties
Workplace Cleaners Ltd takes the security of your data very seriously and will never sell your data to a third party.
In order to provide our range of products and services to you, it is necessary to share your personal data with third parties. We always ensure that the required safeguards are in place before sharing your data outside of Workplace Cleaners Ltd.
Vendors are required to maintain the confidentiality of personal information and are restricted from using the information for any other purpose. In addition, as we continue to develop our business, we may buy or sell business units. As part of these transactions, customer information of the business units may be one of the transferred assets.
We will monitor on ongoing basis compliance with the provisions of the applicable local legislation and regulations by third party processors, such as suppliers and contractors, of Personal Information held by us.
What legal basis do we use for processing your personal data?
Workplace Cleaners Ltd will only use and store your personal data if we have a legal basis for doing so. It is your right as the subject of this data to be informed what the legal basis is for each type of processing that we undertake.
We will process your personal data for the purposes of providing a cleaning quotation, managing and administering your cleaning agreement/contract, responding to complaints and enquiries, arranging supplementary services. If you are unwilling to share your personal data with us for these reasons, we are unable to enter into a contractual relationship with you.
We may also use your personal data for marketing purposes. Our legal basis for doing so is that we have a legitimate interest in doing so. You have the right to request that we do not contact you for marketing purposes at any time by contacting us using the information in the contact details section or by clicking ‘unsubscribe’ on any marketing email sent to you. There is no detriment to you if you choose to opt-out of marketing communications.
For the processing of your personal data for analytical reasons, our legal basis for doing so is that it is necessary for the purposes of a legitimate interest.
How long will we retain your personal data?
If you take up a cleaning service with us, we will retain your personal data for five years from when the cleaning contract expires or the date of the last clean for one-off cleaning services like carpet and oven cleaning. For businesses, we will retain the details of the business for ten years from when the cleaning contract expires.
What rights do you have in relation to your personal data?
Under current data protection laws you have the following rights:
The right to be informed
You have the right as a data subject to be informed in a clear and precise manner about the data we hold about you. Within this privacy notice we detail the nature of this data we hold, the reasons we hold it, how this data is used, whom we will share this data with, how long we will retain your data and the rights you have in relation to your data. If you require any further information, you can contact us using details in the contact us section of our website.
The right of access
In order to demonstrate the legitimacy of the personal data we hold on you, its accuracy and the lawfulness of the processing we undertake, you have the right to request a copy of all data we hold about you. You can request this information free of charge using the details in the contact us section of our website. We will provide a copy of all personal data we hold about you thin 30 days of you making this request.
The right to rectification
You have the right to ensure that all data we hold on you is both accurate and complete. If you are concerned that the data we hold about you is inaccurate or incomplete when considering the purposes for which your data is being used, you can ask us to rectify this. To do so, you should contact us by using the details in the contact us section of our website.
The right to erasure
You have the right to request that all of the data we hold on you be erased from our systems. We may only be able to comply with this request in specific circumstances. This request would also apply to any third party whom we had shared your data with, and we would notify them accordingly if your request was valid. We will not be able to erase your data in all circumstances. For example, we would not be able to erase data that is being processed for the purposes of administering a current or lapsed cleaning contract unless it has lapsed for more than five years or more. If you require any further information, or you wish to exercise your right of eraser, you should contact us using the contact us form on our website.
The right to restrict processing
You have the right to restrict our processing of your data under several circumstances:
If you contest the accuracy of the information we hold until such time that we are able to verify the accuracy of this data or correct any errors.
You believe that the processing of this data is unlawful.
We no longer need the data for any purpose.
If you wish to exercise your right to restrict processing, you should contact us using the contact us form on our website.
The right to data portability
You have the right to request that we provide your data in a machine-readable format that you can then share with other businesses or in any other way you see fit. You have the right to request that we transfer your data to third parties directly for them to use as you see fit. We are able to provide your data as an .XML file or a .CSV file. You are able to utilise your data in this way by contacting us using the contact us form on our website.
The right to object
You have the right to object to your data being used for direct marketing purposes or profiling of your data for the purpose of direct marketing. Currently, Spotless Cleaning do not undertake profiling activity and we use consent for marketing so this right would not generally apply to our customers. However, if you have any concerns surrounding this, please contact us by completing the contact us form on our website.
The right to complain
You have the right to complain about the use of your personal data - in the first instance please contact us using the information in the contact us section of our website. You are also entitled to complain to the Information Commissioner by either writing to:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Alternatively, you can access their website by clicking here.
What responsibilities do you have?
Workplace Cleaners Ltd will endeavour to ensure that your personal data is accurate and up to date. If you notice that any information is incorrect or if any of your personal data changes, for example, you move house, please contact us to make us aware of the changes.
Workplace Cleaners Ltd Website
The following paragraphs describe our commitment to the protection of Personal Information as it applies to the Workplace Cleaners Ltd website.
We may disclose your Personal Information where required by applicable laws, court orders, or government regulations.
Collection of Personal Information on Workplace Cleaners Ltd website
Users can visit most areas of this website without revealing who they are or without providing any information about themselves. However, some of our interactive services require that users identify themselves in order to enable the interactive function. On this website, Workplace Cleaners Ltd may ask users to provide Personal Information.
Active collection of Personal Information and purpose thereof
During your visit to this website, Workplace Cleaners Ltd actively collects information from its visitors both by asking you specific questions and by permitting you to communicate directly with us via e-mail. Some of the information that you submit may be Personal Information.
Some areas of this website may require you to submit Personal Information in order for you to benefit from the specified features (such as e-mail alerts or newsletter subscriptions). You will be informed at each information collection point which information is required and for which purpose.
Passive collection of Personal Information and purpose thereof
As you navigate through a website, certain information can be passively collected (that is, gathered without your actively providing the information) using various technologies and means, such as Internet Protocol addresses, cookies (see next paragraph), Internet tags and navigational data collection.
This website uses Internet Protocol (IP) addresses. An IP Address is a number assigned to your computer by your Internet service provider so you can access the Internet. We use your IP address to diagnose problems with our server, report aggregate information, determine the fastest route for your computer to use in connecting to our site, and administer and improve the site.
We consider your browser settings to reflect your consent to, or refusal of, the cookies we use on our website. If you prefer not to accept cookies or if you prefer to be warned when one is being used, you can update the settings of your Internet browser. If you or your site administrator have cookies disabled, the website will continue to work.
More information about the way Google processes your information is available at http://www.google.com/intl/en/policies/privacy/. If you wish to disable Google Analytics on your browser please visit http://tools.google.com/dlpage/gaoptout.
E-mail address (only when a subscription is relevant)
If you subscribe to our e-mail alerts, we collect your e-mail address. This address will only be used for keeping you informed as indicated. If you wish to unsubscribe from our e-mail alert list, you can do so at any moment as indicated in every e-mail you receive or by contacting us through email@example.com
Workplace Cleaners Ltd takes all steps reasonably possible to protect your Personal Information as collected by Workplace Cleaners Ltd in using this website and to protect such Personal Information from loss, misuse, and unauthorised access, disclosure, alteration, or destruction. You should keep in mind that internet transmission is not 100% secure or error-free. In particular, e-mail sent to or from this website may not be secure, and you should, therefore, take special care in deciding what information you send to us via e-mail. Moreover, where you use passwords, ID numbers, or other special access features on this site, it is your responsibility to safeguard them.
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