Privacy Policy

1. Data Controller

The data controller responsible for your personal data is:

2. What Personal Data We Collect

We collect different types of personal data depending on how you interact with us. We only collect data that is necessary for the specific purpose described below.

2.1 Contact Form Enquiries

When you submit an enquiry through our website contact form, we collect:

• Your name
• Email address
• Phone number (if provided)
• Company name (if provided)
• Your message and enquiry details

2.2 AI Quote Chat

When you use our AI-powered chat widget to request a cleaning quote, we collect:

• Your name and email address
• Company or organisation name
• Property type, approximate size, and cleaning frequency requirements
• Any additional details you provide about your cleaning needs
• The full conversation transcript between you and our AI assistant

This data is used to generate an indicative quote for your review and is saved for our team to follow up with a formal quotation.

2.3 Job Applications (Recruitment Chat)

When you apply for a position through our AI application chat on our careers pages, we collect:

• Your full name, email address, and phone number
• Employment type preference (employed or self-employed)
• Right to work status, DBS check status, availability, and notice period
• For self-employed applicants: HMRC registration status, public liability insurance details, equipment availability, day rates, and transport arrangements
• Relevant experience and qualifications
• The full conversation transcript of your application chat

A unique reference number is generated for each application so you can check your application status at any time.

2.4 Website Usage Data

When you browse our website, our web server may automatically collect:

• Your IP address
• Browser type and version
• Pages visited and time spent on pages
• Referring website address
• Device type and operating system

This technical data is collected through standard server logs and is used to maintain site security and improve performance. We do not use third-party tracking or advertising cookies.

3. How We Use Your Data

We use your personal data for the following purposes only:

• Responding to enquiries — to reply to your contact form submissions and provide information about our cleaning services
• Generating quotes — to calculate indicative pricing based on your requirements and follow up with a formal quotation
• Processing job applications — to assess your suitability for available positions, contact you regarding your application, and keep your details on file for future opportunities (with your consent)
• Contract administration — to manage ongoing cleaning contracts with business clients
• Website security and performance — to protect our website from misuse and improve the user experience
• Legal compliance — to comply with our legal and regulatory obligations

4. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:

• Consent (Article 6(1)(a)) — when you voluntarily submit a contact form, use our AI chat, or apply for a job. You can withdraw consent at any time by contacting us.
• Legitimate interests (Article 6(1)(f)) — for B2B marketing follow-ups related to commercial cleaning enquiries, website security, and fraud prevention. Our legitimate interest is responding to genuine business enquiries and maintaining a secure website.
• Pre-contractual steps (Article 6(1)(b)) — when processing data necessary to prepare a cleaning contract or assess a job application at your request.
• Legal obligation (Article 6(1)(c)) — where we are required to retain records for tax, employment, or health and safety compliance purposes.

5. Third-Party Data Processors

We share your personal data with the following third-party service providers who process data on our behalf. Each processor is bound by data processing agreements and is required to protect your data in accordance with UK GDPR.

We do not sell, rent, or trade your personal data to any third party. We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

6. International Data Transfers

Some of our third-party processors (specifically OpenAI) are based in the United States. Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the Information Commissioner's Office (ICO), to provide an adequate level of data protection.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Our specific retention periods are:

After the retention period expires, your data is securely deleted or anonymised.

8. Your Rights Under UK GDPR

As a data subject, you have the following rights regarding your personal data. You can exercise any of these rights by contacting us using the details in Section 1.

• Right of access — you can request a copy of the personal data we hold about you (a “subject access request”)
• Right to rectification — you can ask us to correct any inaccurate or incomplete data we hold about you
• Right to erasure — you can ask us to delete your personal data where there is no compelling reason for us to continue processing it
• Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• Right to data portability — you can request that we transfer your data to another organisation in a structured, commonly used format
• Right to object — you can object to our processing of your data where we rely on legitimate interests as the legal basis
• Right to withdraw consent — where processing is based on consent, you can withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal

We will respond to any valid request within one month of receipt. In complex cases, we may extend this by a further two months, but we will inform you if this is necessary.

9. Cookies

Our website uses a minimal number of cookies that are strictly necessary for the site to function. We do not use advertising, analytics, or third-party tracking cookies.

As we only use strictly necessary cookies, consent is not required under the Privacy and Electronic Communications Regulations (PECR). No cookie banner is displayed because no optional cookies are used.

10. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it, including:

• All data transmitted between your browser and our website is encrypted using TLS (HTTPS)
• Admin access is protected by secure authentication with session management
• Passwords are hashed using industry-standard bcrypt algorithms
• Database access is restricted and monitored through audit logging
• Our staff are DBS checked and trained in data handling procedures
• We conduct regular reviews of our data processing activities

While we take all reasonable precautions, no method of electronic transmission or storage is completely secure. If you become aware of any security breach, please contact us immediately.

11. Children's Data

Our services are designed for business-to-business (B2B) commercial clients. We do not knowingly collect personal data from anyone under the age of 18. Our recruitment processes are for adult applicants only. If we discover that we have inadvertently collected data from a child, we will delete it promptly.

12. Links to Other Websites

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policy of every website you visit.

13. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or legal requirements. Any significant changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically.

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:

We would appreciate the opportunity to resolve any concerns before you contact the ICO. Please reach out to us first at sales@ecocleantechnw.co.uk.

15. Contact Us

If you have any questions about this privacy policy, wish to exercise your data protection rights, or want to discuss how we handle your personal data, please contact us: