Privacy Policy

Privacy Policy

How Exclusive Property Facilities Ltd (“we”) collect, use, and protect your personal data when you visit exclusiveprofc.co.uk or request a cleaning service.

Last updated: 2026-05-23

1. Who We Are

Exclusive Property Facilities Ltd is a Manchester-based cleaning contractor. We are the data controller for personal data collected through this website and through enquiries we receive from you. If you have any privacy questions, contact us at exclusiveprocleaning@gmail.com.

2. What Data We Collect

We collect only the information you provide when you contact us or book a service:

  • Your name
  • Your email address
  • Your phone number
  • The address of the property to be cleaned
  • The service you are enquiring about (commercial, residential, carpet, etc.)
  • Any details you choose to share in a free-text message

We do not collect special-category data (health, ethnicity, religion, etc.). We do not ask for, store, or process any financial card data — payments are handled offline or through a separate invoicing process.

3. How We Use Your Data

Your data is used to:

  • Respond to your enquiry and provide a quote
  • Schedule and deliver the cleaning service you book
  • Send service-related communication (booking confirmations, schedule changes, invoices)
  • Keep a record of work delivered for tax and business-record purposes

We do not sell, rent, or share your data with third-party marketers. We do not send marketing emails unless you specifically opt in.

4. Legal Basis

Under UK GDPR, our lawful basis for processing your data is:

  • Contract: when you book a service, we process your data to fulfil that booking
  • Legitimate interest: responding to an enquiry you sent us
  • Legal obligation: retaining records for HMRC and accounting purposes

5. Who Has Access

Your data is accessed only by:

  • Exclusive Property Facilities Ltd office staff coordinating your booking
  • The cleaning team assigned to your job (name, address, access notes only)
  • Our accountant, where required for invoicing or HMRC purposes
  • Our website hosting provider (Hostinger), which stores form submissions on a UK-compliant server

We do not transfer your personal data outside the UK or EEA except via hosting infrastructure that complies with UK GDPR.

6. How Long We Keep Your Data

Enquiries that don’t result in a booking are deleted within 12 months. Customer records (name, address, services delivered, invoices) are kept for 6 years to meet HMRC’s record-retention requirement, then securely deleted.

7. Your Rights

Under UK GDPR you have the right to:

  • Request a copy of the personal data we hold about you
  • Ask us to correct inaccurate data
  • Ask us to delete your data (subject to legal retention requirements)
  • Withdraw consent for any optional marketing
  • Complain to the Information Commissioner’s Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at exclusiveprocleaning@gmail.com.

8. Security

We protect your data using reasonable technical and organisational measures, including password-protected systems, HTTPS encryption on this website, and limiting internal access to staff who need it for your booking.

9. Changes to This Policy

We may update this policy from time to time. The “Last updated” date at the top of this page will reflect any changes. Material changes will be notified via our website.