Privacy policy

At Fresh Office Commercial Cleaning ("we", "us", "our"), we are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store and protect your personal information in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Company: Fresh Office Commercial Cleaning
Email: info@freshoffice.co.uk
Phone: 07464 698335
Service areas: Rotherham, Sheffield, Doncaster and South Yorkshire

2. Information we collect

We collect personal information when you request a quote, contact us, enter a service contract, or visit our website. This may include:

• Contact information — name, business name, email, phone, business address
• Service information — services requested, property details, cleaning requirements, frequency
• Financial information — billing address and payment details (processed securely by third-party processors)
• Communication records — correspondence by email, phone or messaging
• Technical data — IP address, browser type and device information, collected automatically

3. How we use your information

3.1 To provide our services (contractual necessity)

Processing quote requests, arranging site visits, delivering services, managing bookings and schedules, and issuing invoices.

3.2 To communicate with you (legitimate interest)

Responding to enquiries, sending confirmations and reminders, updating you about changes, and following up on completed work.

3.3 To improve our services (legitimate interest)

Reviewing service quality and satisfaction, improving our website, and training our staff.

3.4 For marketing (with your consent)

Sending occasional updates, tips or offers. You can opt out at any time via the unsubscribe link or by contacting us.

3.5 Legal obligations

Complying with legal and regulatory requirements, keeping records for tax and accounting, and responding to lawful requests.

4. Legal basis for processing

• Contract performance — to fulfil our service obligations to you
• Legitimate interest — to run and improve our business while respecting your rights
• Consent — for marketing communications, which you can withdraw at any time
• Legal obligation — to comply with laws and regulations

5. How we share your information

We do not sell or rent your personal data. We share it only with trusted service providers who help us operate — web hosting, email, payment processors, Web3Forms for our quote form, and accounting software — all contractually obligated to protect it. We may also disclose information where required by law, or as part of a business transfer with appropriate safeguards.

6. Data security

We use appropriate technical and organisational measures including encrypted hosting, SSL/TLS on our website, access controls, regular updates, secure storage and staff training. No internet transmission is 100% secure, but we will notify you promptly of any breach as required by law.

7. How long we keep your data

• Quote requests (no contract): 12 months from initial contact
• Active customers: duration of the relationship plus 6 years
• Former customers: 6 years from the end of the relationship
• Marketing data: until you unsubscribe, or 3 years of inactivity
• Website analytics: 26 months

8. Your rights

Under UK GDPR you have the right to access, rectify, erase, restrict or object to the processing of your data, and the right to data portability. We do not use automated decision-making or profiling. To exercise any right, email info@freshoffice.co.uk or call 07464 698335 — we'll respond within one month.

9. Cookies and tracking

Our website uses minimal essential cookies for it to function, and may use analytics tools (such as Google Analytics) to understand how visitors use the site. This data is anonymised and used only to improve your experience. You can control cookies through your browser settings.

10. Third-party links

Our website may link to third-party sites (such as social media or review platforms). We are not responsible for their privacy practices — please review their policies before sharing any information.

11. Children's privacy

Our services are intended for businesses, not children. We do not knowingly collect data from anyone under 16, and will delete any such data if identified.

12. International data transfers

We primarily operate within the UK. Where data is transferred outside the UK/EEA, we ensure appropriate safeguards such as Standard Contractual Clauses or adequacy decisions are in place.

13. Changes to this policy

We may update this policy from time to time. We'll update the "last updated" date, notify you of significant changes where we have your details, and post a notice on our website for 30 days after material changes.

14. Complaints

If you have concerns about how we handle your data, please contact us first. If you're not satisfied, you can complain to the supervisory authority: