Privacy Policy

This Privacy Policy explains how Zenith Cleaning & Facilities Ltd collects, uses, stores and protects your personal information when you use our services or interact with us. We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Zenith Cleaning & Facilities Ltd is the data controller responsible for your personal data.

2. Information We Collect

We collect personal information that you provide to us when booking our services, making enquiries, or communicating with us. This may include:

• Contact details: Name, address, email address, phone number
• Property information: Address of property to be cleaned, access arrangements, keys or access codes
• Payment information: Bank details, payment card information (processed securely through our payment provider)
• Service preferences: Cleaning requirements, scheduling preferences, special instructions
• Communications: Records of correspondence between you and us
• Feedback: Reviews, complaints, or other feedback you provide

As outlined in our Terms & Conditions, we may also collect information about allergies, sensitivities or specific requirements relating to cleaning products.

3. How We Use Your Information

We use your personal information for the following purposes:

• Service delivery: To provide cleaning services, manage bookings, and access your property as agreed
• Communication: To confirm bookings, send reminders, and respond to your enquiries
• Payment processing: To process deposits (as per our Terms & Conditions, a 25% deposit is required for one-off bookings) and final payments
• Quality assurance: To handle complaints, investigate issues, and improve our services
• Legal compliance: To comply with legal obligations and protect our legitimate interests
• Marketing: With your consent, to send you information about our services and special offers

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contract: Processing necessary to perform our contract with you (e.g., providing cleaning services)
• Legal obligation: Processing necessary to comply with legal requirements
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving services and preventing fraud
• Consent: Where you have given consent for specific processing activities (e.g., marketing communications)

5. Key Holding and Property Access

As stated in our Terms & Conditions, if you provide us with keys or access codes to your property:

• We store keys securely and separately from any identifying information
• Access codes are stored securely and only shared with team members assigned to your property
• This information is used solely for the purpose of delivering our cleaning services
• Keys are held at your own risk, though we take reasonable precautions to ensure their security

6. Photographs

As outlined in our Terms & Conditions, photographs may be taken before or after cleaning to:

• Document the condition of the property
• Confirm completion of work
• Assist with resolving complaints (particularly for our 48-hour End of Tenancy guarantee)

We will not use identifiable photographs of your property for advertising or promotional purposes without your appropriate permission.

7. Who We Share Your Data With

We may share your personal information with:

• Our cleaning team: Team members assigned to clean your property will receive necessary information to carry out the service
• Payment processors: Secure third-party payment providers to process transactions
• Professional advisors: Accountants, lawyers, or insurers where necessary
• Legal authorities: Where required by law or to protect our legal rights

We do not sell your personal data to third parties.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Active customers: Data retained while you remain a customer and for a reasonable period thereafter
• Booking records: Retained for 6 years for tax and legal purposes
• Complaints and disputes: Retained until fully resolved and for a reasonable period thereafter
• Marketing preferences: Until you withdraw consent

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or damage. These include:

• Secure storage of physical records
• Password protection and encryption for digital records
• Restricted access to personal data on a need-to-know basis
• Regular review of security practices
• Secure payment processing through PCI DSS compliant providers

10. Your Rights

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

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your data in certain circumstances
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Request transfer of your data to another organisation
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details provided below.

11. Cookies

Our website uses cookies to improve your experience and analyse site usage. For detailed information about the cookies we use, please see our Cookie Policy.

12. Marketing Communications

We may send you marketing communications about our services if you have:

• Requested information from us
• Used our services and not opted out of marketing
• Given your explicit consent to receive marketing

You can opt out of marketing communications at any time by contacting us or using the unsubscribe link in our emails.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

14. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us: