Privacy Policy

Introduction:

1. Who we are

PRYSTN Clean Limited is a professional cleaning company registered in England and Wales. We provide residential, commercial and serviced accommodation cleaning services across the North East of England. We are the data controller for the personal data described in this policy.

If you have any questions about how we handle your data, please contact us at info@prystnclean.co.uk.

2. Who this policy applies to

This policy applies to:

• Residential, commercial and serviced accommodation clients
• Job applicants and candidates
• Employees and Cleaning Specialists
• Visitors to our website at www.prystnclean.co.uk

3. What personal data we collect

Depending on your relationship with us, we may collect and process the following categories of personal data.

Clients (residential, commercial and serviced accommodation)

• Full name, address, email address and telephone number
• Property access information, including key safe codes, alarm codes and entry instructions
• Payment information, processed securely through GoCardless and Stripe
• Health information and allergy or chemical sensitivity details that you provide to protect occupants during cleaning visits
• Details of any CCTV or recording equipment at your property, where you notify us of this
• Records of services provided, including visit dates, times and any feedback or complaints

Job applicants and candidates

• Full name, address, email address and telephone number
• Employment history, qualifications and references
• Right to work documentation
• Enhanced DBS check results and disclosure information
• Any information provided during the application and interview process

Employees and Cleaning Specialists

• Full name, address, date of birth, email address and telephone number
• Bank account details for payroll purposes
• National Insurance number
• Emergency contact details
• Enhanced DBS check results
• GPS clock-in and clock-out data recorded on every visit via ConnectTeam
• Training records and performance information
• Absence and sickness records
• Any health information relevant to safe working, provided voluntarily

Website visitors

• IP address and browser information collected automatically via cookies and analytics tools
• Pages visited, time on site and referral source, collected through Google Analytics or similar tools
• Any information you submit through contact forms on our website

4. How we collect your data

We collect personal data in the following ways:

• Directly from you when you enquire about or purchase our services, sign a service agreement, complete an application form or contact us
• During the onboarding process for new employees and Cleaning Specialists
• Automatically when you visit our website, through cookies and analytics tools
• From third parties, including reference providers, DBS checking services and our payment processors GoCardless and Stripe

5. Why we process your data and our legal basis

We process your personal data for the following purposes and rely on the following legal bases under the UK GDPR.

To provide and administer our cleaning servicesLegal basis: Performance of a contract. We need this information to carry out the services you have agreed to, manage your Property Profile, assign and brief your Cleaning Specialist, and process payment.

To manage the employment relationship with our Cleaning SpecialistsLegal basis: Performance of a contract and compliance with legal obligations. This includes payroll, absence management, training records and health and safety compliance.

To carry out DBS checks on job applicants and employeesLegal basis: Legal obligation and substantial public interest. We are required to carry out enhanced DBS checks on all Specialists who work in clients' homes, including properties occupied by vulnerable adults.

To verify GPS attendance at client propertiesLegal basis: Legitimate interests. We record GPS clock-in and clock-out data to verify that visits took place as scheduled, to investigate complaints and disputes, and to maintain service quality. This data is retained for 12 months.

To process paymentsLegal basis: Performance of a contract. Payment data is processed securely by GoCardless and Stripe. We do not store card details directly.

To manage complaints, disputes and legal claimsLegal basis: Legitimate interests and legal obligations.

To comply with our legal and regulatory obligationsLegal basis: Legal obligation. This includes employment law, health and safety legislation, data protection law and our insurance obligations.

To operate and improve our websiteLegal basis: Legitimate interests and, where required, consent. We use analytics tools including Google Analytics to understand how visitors use our website. You can manage your cookie preferences through our cookie banner.

To send you service-related communicationsLegal basis: Performance of a contract or legitimate interests. We will contact you about your bookings, payment, service updates and any changes to our terms. We do not send marketing emails without your consent.

6. Special category data

Some of the data we process is classified as special category data under the UK GDPR, including health information and DBS disclosure data. We process this data only where:

• It is necessary for the performance of our services or employment obligations
• We have your explicit consent
• Processing is necessary for reasons of substantial public interest, including safeguarding

We treat all special category data with additional care and restrict access to those who genuinely need it.

7. Who we share your data with

We do not sell your personal data. We may share it with the following categories of third parties where necessary:

• GoCardless and Stripe — to process payments securely
• ConnectTeam — to manage scheduling, GPS attendance and workforce communications
• CRM — to manage client records and communications
• Payroll and accounting purposes
• DBS checking service providers — to carry out enhanced criminal record checks on applicants and employees
• Our insurers — in connection with claims or incidents
• Legal and professional advisers — where necessary to obtain advice or comply with legal obligations
• Government bodies and law enforcement — where required by law.

All third parties are required to handle your data securely and in accordance with the UK GDPR. We do not permit third parties to use your data for their own purposes.

8. How long we keep your data

We retain personal data only for as long as necessary for the purposes for which it was collected. Our standard retention periods are as follows:

• Client records — for the duration of the service agreement and for 6 years after termination, in line with the Limitation Act 1980
• GPS visit records — 12 months from the date of the relevant visit
• Payment records — 6 years for accounting and tax purposes
• Job applicant data (unsuccessful candidates) — 6 months from the date of the decision, unless you consent to a longer retention period
• Employee records — for the duration of employment and for 6 years after the end of the employment relationship
• DBS check results — we do not retain DBS certificate numbers or full disclosure details beyond the point of verification. A record that a check was carried out and its outcome is retained for the duration of employment
• Website analytics data — in accordance with Google Analytics retention settings, typically 26 months

9. Cookies and website tracking

Our website uses cookies to improve your experience and to help us understand how visitors use the site. We use the following types of cookies:

• Essential cookies — necessary for the website to function. These cannot be disabled.
• Analytics cookies — we use Google Analytics to collect anonymous information about how visitors use our website, including pages viewed and time spent on the site. This data does not identify you personally.

You can manage your cookie preferences by adjusting your browser settings at any time. You can also opt out of Google Analytics tracking by installing the Google Analytics opt-out browser add-on, available at tools.google.com/dlpage/gaoptout.

10. Your rights

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to ask us to correct inaccurate or incomplete data
• Right to erasure — to ask us to delete your data in certain circumstances
• Right to restrict processing — to ask us to limit how we use your data in certain circumstances
• Right to data portability — to receive your data in a portable format where processing is based on consent or contract and carried out by automated means
• Right to object — to object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal

To exercise any of these rights, please contact us at info@prystnclean.co.uk. We will respond within one calendar month. We may need to verify your identity before we can action your request.

11. Automated decision-making

We do not make decisions about you using solely automated processing that produce legal or similarly significant effects.

12. International transfers

Some of our third-party service providers, including Google Analytics, may transfer your data outside the UK. Where this occurs, we ensure that appropriate safeguards are in place in accordance with the UK GDPR, including adequacy decisions or standard contractual clauses.

13. How we keep your data secure

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or destruction. These include access controls, secure systems and restricted access to sensitive data. Payment data is handled entirely by GoCardless and Stripe and is never stored on our own systems.

14. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection matters.

ICO website: www.ico.org.uk‍

ICO helpline: 0303 123 1113

We would always encourage you to contact us directly in the first instance so that we can try to resolve your concern.

15. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. Where we make material changes, we will notify clients and employees directly. The current version will always be published at www.prystnclean.co.uk/privacy.

PRYSTN Clean Limited | Company No. 17081343 | info@prystnclean.co.uk | 020 8135 7570

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