Wycombe Cleaning Co Ltd ("we", "our", "us") takes your privacy seriously. This Privacy Policy explains what personal data we collect, how we use it, how long we keep it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to anyone who contacts us, requests a quote, books our services, visits our website, or otherwise provides us with personal data.
1. Who we are
Wycombe Cleaning Co Ltd is a cleaning company based in High Wycombe, Buckinghamshire, United Kingdom. For the purposes of UK GDPR, we are the data controller for the personal data we collect about you.
Contact details for data matters:
Wycombe Cleaning Co Ltd
High Wycombe, Buckinghamshire, HP11
Email: hello@wycombecleaning.co.uk
Phone: 07377 506669
2. What personal data we collect
We only collect the minimum data needed to provide our cleaning services and run our business. The categories of data we collect are:
- Contact information: your name, phone number, email address, and postcode — to send quotes and arrange visits.
- Property information: address, property type, size, and any access notes you share — so the cleaning team can carry out the job.
- Booking information: service requested, preferred date, special requirements, frequency.
- Payment information: for card payments via our mobile terminal, the payment is processed by our card provider and we do not store full card details on our own systems.
- Feedback and correspondence: any emails, WhatsApp messages, phone-call notes, or form submissions you send us.
- Website analytics: pages visited, device type, approximate location, and how you found our site. Collected via Google Analytics 4 and Plausible — see our Cookies Policy.
- Call-tracking data: if you call one of our tracked numbers, the call may be recorded for quality and training. We'll tell you at the start of the call.
We do not knowingly collect sensitive personal data (such as health, ethnicity, religion, or political views).
3. Why we collect your data (lawful basis)
Under UK GDPR we must have a lawful basis for every use of your data. We rely on the following:
- Contract: when you book a cleaning service, we need your data to fulfil the contract — arrange the visit, invoice, and handle any aftercare.
- Legitimate interests: to reply to quote requests, run our business, prevent fraud, keep our website secure, and occasionally contact previous clients about relevant services.
- Consent: for marketing emails or SMS, where you have opted in. You can withdraw consent at any time.
- Legal obligation: to keep records required by HMRC and other UK law (e.g. accounts, tax).
4. How we use your data
- Respond to your quote request or enquiry.
- Arrange, confirm, and carry out the cleaning service.
- Process payments and issue invoices/receipts.
- Contact you about the job (before, during, and after).
- Handle any complaint, re-clean request, or damage claim.
- Send you occasional service reminders (e.g. your next scheduled clean) — only for active clients.
- Improve our service — analyse anonymised trends in website usage and booking data.
- Comply with our legal, tax, and insurance obligations.
We never sell your personal data to third parties. We do not share your data for third-party marketing purposes.
5. Who we share your data with
We only share data with the following categories of processor, each bound by a contract and UK GDPR obligations:
- Our cleaning staff: the cleaning team assigned to your job sees the address, access notes, and any special requirements. They are DBS-checked and bound by confidentiality.
- Payment processors: Stripe or equivalent for card payments. They are the data controller for payment data.
- Hosting and software providers: our website host, booking system, CRM, and email provider. Based in the UK, EU, or covered by the UK-US Data Bridge.
- Accountant / HMRC: for invoicing, tax, and statutory accounts.
- Insurers: only if there is a claim involving your property.
- Legal authorities: if required by law (e.g. court order, fraud investigation).
6. How long we keep your data (retention)
- Quote requests that do not convert: up to 12 months from the date of enquiry.
- Active customer records: for the duration of our relationship plus 3 years after your last job (to handle warranty, insurance, and repeat-business purposes).
- Accounts and invoices: 6 years (HMRC requirement).
- Marketing consents: until you unsubscribe; we keep a record of your unsubscribe request to honour it.
- Website analytics: aggregated for 14 months in Google Analytics 4.
After the retention period, we securely delete or anonymise your data.
7. Your rights under UK GDPR
You have the following rights over your personal data:
- Access: request a copy of the data we hold about you.
- Rectification: ask us to correct inaccurate or incomplete data.
- Erasure: ask us to delete your data where there is no ongoing legitimate reason to keep it.
- Restriction: ask us to stop using your data temporarily while an issue is resolved.
- Portability: receive your data in a portable electronic format.
- Objection: object to certain processing based on legitimate interests or direct marketing.
- Withdraw consent: where we rely on consent, you can withdraw it at any time.
- Complain to a regulator: see section 10 below.
To exercise any of these rights, email hello@wycombecleaning.co.uk with "Data Request" in the subject line. We respond within one month of a verified request.
8. Cookies and tracking
Our website uses cookies and similar technologies for essential operation, analytics, and advertising measurement. See our Cookies Policy for full details and opt-out instructions.
9. Security
We use appropriate technical and organisational measures to protect your data, including encrypted website connections (HTTPS), access controls on our internal systems, staff training, and secure deletion of paper records. No system is 100% secure, so we will notify you and the ICO within 72 hours if we detect a personal data breach that affects your rights.
10. How to complain
If you are unhappy with how we have handled your personal data, please contact us first at hello@wycombecleaning.co.uk. We aim to resolve issues quickly.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection:
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
11. International transfers
Most of our data stays in the UK or European Economic Area. Where a processor we use (such as a website analytics provider) is based in the United States, the transfer is protected by the UK-US Data Bridge or UK-approved Standard Contractual Clauses.
12. Children
Our services are not intended for children. We do not knowingly collect personal data about anyone under 16. If you believe we hold such data in error, please contact us and we will delete it.
13. Changes to this policy
We may update this policy to reflect changes in our services or the law. Material changes will be noted on this page with a new "Last updated" date. Active customers will be notified by email of any significant change.
14. Contact us
For any questions about this policy or how we handle your data, email hello@wycombecleaning.co.uk or call 07377 506669.