Privacy Policy — Optimised Cleaning Solutions

Last updated: 1 July 2026

1. Introduction

This privacy policy explains how Optimised Cleaning Solutions ("we", "us", "our") collects, uses, stores, and protects your personal data when you use this website, contact us, or engage our cleaning services. 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.

We are the data controller for the personal information we collect. If you have any questions about this policy or how we handle your data, please contact us using the details below.

2. Data Controller

Optimised Cleaning Solutions
Serving London and the surrounding areas
Email: optimisedcleaningsolutions@hotmail.com

3. What Information We Collect

3.1 Information you provide directly

Contact form submissions: Name, email address, phone number (optional), and the content of your message.
Booking and property details: The property address, access details, and any specific requirements or instructions you share so we can provide your quote and carry out the clean.
Payment information: Payment amounts, dates, and method of payment (we do not store card details).

3.2 Information collected automatically

Website usage data: Pages visited, time spent on the site, referring website, and browser type. This data is collected via cookies and analytics tools and is anonymised where possible.
Device information: IP address (anonymised), device type, operating system, and screen resolution.

4. How We Use Your Information

We use your personal information for the following purposes:

To respond to enquiries submitted through the contact form.
To prepare quotes and schedule and manage cleaning appointments.
To provide our services and maintain appropriate records.
To process payments for cleaning services.
To communicate with you about your bookings (confirmations, reminders, follow-ups).
To comply with legal and regulatory obligations.
To improve this website and the services we offer.

5. Legal Basis for Processing

We process your personal data on the following legal bases:

Consent: When you submit the contact form, you consent to us processing your data for that purpose. You can withdraw consent at any time.
Contract: Processing is necessary to provide the services you have requested and to manage our working relationship.
Legitimate interest: To improve our website and services, and to respond to your enquiries.
Legal obligation: To comply with legal, accounting, and regulatory requirements.

6. How We Store and Protect Your Data

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

Records are stored securely in an encrypted, password-protected system.
Any paper notes are kept securely and access is limited to authorised personnel only.
Electronic communications are sent via secure channels where possible.
Access to your data is limited to those who need it to provide your service.
This website uses SSL/TLS encryption to protect data transmitted through the contact form.

7. How Long We Keep Your Data

Contact form enquiries: Up to 12 months after your last communication, unless you become a client.
Client and booking records: For as long as you remain a client and for a reasonable period afterwards (typically up to 6 years) for accounting and legitimate business purposes.
Payment records: 7 years, as required by HMRC.
Website analytics data: Anonymised data is retained for up to 26 months.

8. Sharing Your Data

Your privacy is important to us. We will not sell your personal information, and we will only share it in the following limited circumstances:

Legal requirement: If required by law or court order.
With your explicit consent: For example, if you ask us to share information with another party.
Service providers: We use third-party services for website hosting, email, and payment processing. These providers are GDPR-compliant and process data on our behalf under appropriate agreements.

9. Cookies

This website uses cookies, small text files stored on your device, to improve your browsing experience and to understand how visitors use the site. For full details, see our Cookie Policy.

10. Your Rights

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

Right of access: You can request a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct any inaccurate or incomplete data.
Right to erasure: You can request that we delete your personal data, subject to any legal obligations we have to retain it.
Right to restrict processing: You can ask us to limit how we use your data.
Right to data portability: You can request your data in a structured, commonly used format.
Right to object: You can object to our processing of your data in certain circumstances.
Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at optimisedcleaningsolutions@hotmail.com. We will respond to your request within one month.

11. Third-Party Links

This website may contain links to other websites. We are not responsible for the privacy practices of external sites. We encourage you to read the privacy policy of any website you visit.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practice or legal requirements. The "last updated" date at the top of this page indicates when the policy was last revised.

13. Complaints

If you are unhappy with how we have handled your personal data, we would appreciate the opportunity to resolve your concern directly. Please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

Website: ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

14. Contact Us

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

Optimised Cleaning Solutions
Email: optimisedcleaningsolutions@hotmail.com