PRIVACY NOTICE FOR HARTIN COMMERCIAL CLEANING LTD

Last Updated: May 2026

At Hartin Commercial Cleaning Ltd, we take your data privacy seriously. This privacy notice explains how we collect, use, store, and protect your personal data when you visit our website, request a cleaning quote, or enter into a commercial or domestic cleaning contract with us.

1. Important Information & Who We Are

Hartin Commercial Cleaning Ltd is the "Data Controller" responsible for your personal data.

● Full Corporate Name: Hartin Commercial Cleaning Ltd

● Companies House Number: 13731154

● VAT Number: 400762042

● Registered Office Address: 7a Ground Floor Middle, Eldon Way, Hockley, Essex, SS5 4AD

● Privacy Contact Email: hartincommercialcleaning@gmail.com

● Contact Telephone: 07496 248123

2. The Data We Collect About You

We may collect, use, and store different kinds of personal data about you, including:

● Identity Data: First name, last name, business name, or job title.

● Contact Data: Billing address, cleaning property address, email address, and telephone numbers.

● Operational & Property Data: Access codes, keyholder logs, alarm instructions, and specific layout notes required to complete office or domestic cleaning tasks securely.

● Financial Data: Bank account details or payment card information processed via secure financial providers.

● Technical Data: Internet Protocol (IP) addresses, browser variants, and cookie identifiers tracked as you navigate our website.

3. How Your Personal Data Is Collected

We gather information from you through different methods, including:

● Direct Interactions: Information you type directly into our website quotation form, send us via email, or give us over the telephone.

● Contract Negotiation: Details provided when setting up an office contract or scheduling regular domestic cleaning visits.

● Automated Tracking: Technical data automatically tracked by website cookies when you browse our web pages.

4. How and Why We Use Your Personal Data

We only use your personal data when the law allows us to. Most commonly, we use your data under the following Lawful Bases:

● Performance of a Contract: To calculate a custom cleaning quote, schedule our staff to visit your domestic or office property, and process invoices.

● Legitimate Interests: To follow up on cleaning enquiries, run our business efficiently, manage customer relationships, and improve our services.

● Legal Compliance: To keep accurate financial data and tax logs to comply with mandatory UK HMRC reporting laws.

● Consent: To place analytics cookies on your computer or send you cleaning promotions if you have opted in.

5. Disclosures of Your Personal Data

We do not sell your personal data. We only share your information with trusted third parties to run our cleaning operations, including:

● Operational Staff & Supervisors: Cleaning team members who require access to your physical property address and specific cleaning instructions.

● Service Providers: Third-party companies providing secure accounting tools, IT hosting, and website analytics.

● Professional Advisers: Accountants, banks, or legal bodies if required to process payments or satisfy financial rules.

● Law Enforcement: UK regulators or government authorities if we are strictly legally required to do so.

6. On-Site Privacy & Property Discretion

Our cleaning teams operate in private domestic spaces and corporate office environments where sensitive business papers or personal items are present. All Hartin Commercial Cleaning Ltd personnel are bound by strict internal confidentiality agreements. We train our staff never to read, move, or interfere with personal documents, files, or sensitive materials while cleaning your property.

7. Data Security & International Transfers

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We store your data securely within the UK. If any of our technical cloud software providers process data outside the UK or European Economic Area (EEA), we ensure equivalent legal protections are active to keep your information safe.

8. Data Retention

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including any legal, accounting, or reporting requirements. By UK law, we must keep basic background information about our customers (including Contact, Identity, and Financial data) for six tax years after they cease being customers.

9. Your Legal Rights

Under the UK GDPR, you have the following rights regarding your personal information:

● Request Access: You can ask for a copy of the personal data we hold about you.

● Request Correction: You can ask us to fix any incorrect or incomplete information we hold.

● Request Erasure: You can ask us to delete your personal data if there is no legal reason for us to keep holding it.

● Object to Processing: You can object to us processing your data where we rely on legitimate interests.

● Withdraw Consent: You can withdraw your marketing or cookie consent at any time.

If you wish to exercise any of these rights, please email us directly at hartincommercialcleaning@gmail.com.

10. How to Complain

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us directly in the first instance