Privacy policy

1. Who is responsible for your information?

Sam and Geraldine Peden trading as Clean It Cambridge are responsible for the personal information covered by this policy (the data controller).

2. Information we collect

Depending on how you interact with us, we may collect:

• Contact and address information: your name, email address, telephone number, service address, postcode and billing address where relevant.
• Quote details: the cleaning services and packages you select, solar-panel counts, gutter and property details, access and parking arrangements, notes, photographs, indicative prices and correspondence.
• Customer and booking records: appointments, services provided, invoices, payment status, communications and customer-portal information.
• Website and security information: information such as IP addresses, device/browser details, security logs and cookie preferences where applicable.

We usually collect information directly from you. We may also receive relevant details from a person acting on your behalf, such as a property manager, or payment confirmations from payment providers. Please do not send unrelated personal details or photographs containing private documents.

3. Why we use your information and our legal bases

• Enquiries, estimates and cleaning services: to assess requested work, prepare and review estimates, send quotations, book appointments and carry out services. This is generally necessary to take steps at your request before entering a contract or to perform a contract with you.
• Business administration and customer support: to handle correspondence, maintain appropriate customer records, respond to queries and administer relationships with people acting for customers, based on our legitimate interests where appropriate.
• Legal, accounting and security obligations: to keep records required by law, protect our website and systems, prevent misuse and deal with disputes or claims, as appropriate under legal obligations or legitimate interests.
• Optional referrals: where we ask permission to share an enquiry with a separate cleaning professional, we use the details for that referral only if you agree.
• Optional analytics and cookies: as described in section 8, relying on consent or an applicable legal exception as appropriate.

We require enough information to identify the property, assess the work and contact you. If key details are missing, we may be unable to prepare a quotation.

4. Online quote estimates, addresses and travel

Our website's Quote Engine uses the property details and services you select to generate an indicative estimate, which may include combined-service savings or travel-related adjustments. This is not a confirmed price or booking. We review enquiries before agreeing the final work, price and appointment.

Where you use address suggestions, Google's Places service can process what you type and return matching address details, including a postcode where available. We use Google Maps routing to estimate journey times and assess service-area preferences or travel costs. We may also manually review properties or availability outside our usual working areas.

5. Emails, service messages and marketing

We may contact you about your enquiry, estimated price, quotation, appointment, invoice or customer account. These are service-related communications.

We send promotional messages only where permitted by the applicable rules, obtaining consent where required. You can request that we stop marketing at any time by contacting us or using an unsubscribe facility where supplied.

6. Who we share information with

We use service providers to operate the business, website, customer system and payment arrangements. Depending on the service, these include:

• Squeegee (Nexdynamic Ltd): customer and enquiry records, quotes, appointments, cleaning services, invoicing, communications and customer-portal functions. A Squeegee customer record may be created when you submit a quote enquiry, even if you have not booked any work.
• Google Maps Platform (Places and Routes): address suggestions, postcode checking and route estimates. Address searches or destination details may be sent to Google as needed to provide these features. Google's applicable terms and privacy information also apply.
• GoCardless: Direct Debit arrangements and relevant payment records.
• Stripe and Square: card-payment processing and related payment/refund information.
• Vultr: infrastructure hosting for our website and related technical services, including website enquiries and server logs.
• Google Analytics: website usage measurement subject to the site's cookie settings and your privacy choices.

Referrals to trusted independent cleaners

For some enquiries, we may ask whether you are happy for us to share your contact and enquiry details with a trusted local independent cleaning professional whom we know and have personally worked with before. This is an optional offer, not an automatic transfer. If you agree, we may decide to refer your enquiry; we may also choose to quote for the work ourselves. If you decline, we will not share your details with another cleaner for that referral. The receiving independent cleaner is responsible for their own use of any information subsequently provided.

We may share information with professional advisers, insurers or public authorities where appropriate or required by law. Service providers may act under data-processing agreements; some payment and referral organisations may act as independent controllers for their own purposes.

7. Where your information may be processed

Our website uses Vultr infrastructure, with its main server located in the United Kingdom. Some service providers and supporting suppliers may process information outside the United Kingdom, for example to deliver technical support, backups, payments, address services or analytics. Where UK data protection law requires international-transfer safeguards, we seek to rely on appropriate adequacy arrangements or other lawful protections.

For more information, contact info@cleanitcambridge.com .

8. Cookies, form statistics and website analytics

Google Analytics and website cookies

We use Google Analytics to understand overall website use and improve our services. Non-essential analytics cookies are subject to your consent, managed through the website's cookie banner and cookie settings.

Quote-form improvement statistics

Our Quote Engine also counts aggregate events, such as a form being started, a stage being reached, a package being selected or an enquiry being submitted. This helps us identify where the form may be confusing. These statistics are grouped by date, form stage and broad device type. We do not use this feature to save answers entered into abandoned forms, individual visitor browsing histories or identifying visitor profiles.

Aggregate quote-form statistics are ordinarily kept for up to 90 days. Where available, you can object to these statistics using the opt-out control provided with the Quote Engine. A preference may be stored in your browser to remember your choice. This is separate from the choices for Google Analytics cookies.

We rely on the statistical-purposes exception to the UK cookie rules for this limited quote-form measurement only insofar as its legal conditions are met, including clear information and a simple, free way to object. If the feature does not meet those conditions, we will require consent before using the relevant storage or access technology.

9. How long we keep information

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, taking account of legal obligations and any outstanding work, payments, complaints or claims.

• Unsuccessful enquiries: while needed to answer the request and handle reasonable follow-up or relevant legal issues; we periodically review whether these records are still needed.
• Customer and service records: while we manage the relationship and afterwards as needed for payments, service history, complaints or claims.
• Financial records: for the period required by applicable tax and accounting rules.
• Photos and property-access information: while relevant to the work or a related dispute.
• Aggregate Quote Engine statistics: ordinarily up to 90 days.

You can ask us about the retention of information relating to you. We will not keep personal records indefinitely just because they might be useful.

10. Your privacy rights

Depending on the circumstances, you may have rights to access your personal information, correct inaccurate details, request deletion, restrict processing, obtain portable information, and object to certain uses. Where processing relies on consent, you can withdraw that consent at any time without affecting earlier lawful processing. You can object to direct marketing at any time.

To make a request, email info@cleanitcambridge.com . We may need to verify your identity and may have to retain some information to comply with the law or resolve claims.

11. Questions and complaints

If you have concerns about how we handle personal information, please contact us first using the details above. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office: ico.org.uk/make-a-complaint .

12. Updates to this policy

We may update this policy when our website, services or data-handling arrangements change. The latest version will be posted on this page.