This policy explains what personal information Simply Sorted Specialist Cleaning collects through this website and when we work with you, what we do with it, and the choices you have. It sits alongside our Terms and Conditions.
1. Who we are
Simply Sorted Specialist Cleaning is a cleaning business based in Basingstoke, Hampshire. We decide how and why your information is used, which makes us the data controller under UK data protection law.
The legal wording needs the exact details of who is responsible for your customers' information.
- Are you a sole trader or a limited company? What is the exact name you trade under, and the company number if you have one?
- What address should appear on the policy? A business address is fine, it does not have to be your home.
- Have you registered with the ICO (the Information Commissioner's Office) and paid the data protection fee? If yes, what is your registration number? If you were told you are exempt, who told you?
You can reach us at info@simplysortedspecialistcleaning.co.uk or on 07852 734 735.
2. What we collect
When you use the contact form or the quote form on this site, we receive:
- your name and email address
- your phone number (optional on the contact form, required on the quote form)
- the service, property type, property size and preferred date you choose on the quote form
- anything you type into the message or notes box
If you book a job with us, we also hold the address of the property and any access arrangements you give us, such as how we will get in.
Both change what this section has to say.
- Do you take photos or videos of a property before, during or after a job? Are they ever kept after the job is finished?
- Do you write down key safe codes, alarm codes or door codes anywhere? If so, where, and when do you delete them?
- Apart from name, address, phone, email and payment, do you keep any other notes about customers?
3. Health and special category information
When you engage Simply Sorted Specialist Cleaning for specialist services (such as bereavement cleaning, trauma cleaning, or hoarding clearance), you may choose to share details regarding your health, medical history, mental health, or personal circumstances.
Under the UK General Data Protection Regulation (UK GDPR), information concerning physical or mental health is classified as "Special Category Data" and requires higher levels of protection.
Our Lawful Basis and Condition for Processing
We only collect and process this sensitive data with your explicit consent (pursuant to Article 9(2)(a) of the UK GDPR). When you fill out our inquiry forms, speak with our customer service team, or contract our services, we will ask you to confirm your explicit agreement for us to record and use these details solely for the purpose of planning, safely executing, and tailoring our specialist cleaning services to your needs.
How We Protect Your Data
- Strict Confidentiality: Access to your special category data is strictly limited to trained management and operational staff who require the information to perform the cleaning service safely.
- Secure Storage: All notes and communications containing health or vulnerability details are shared through encrypted channels and managed securely.
- Retention: We retain this data only as long as necessary to complete your service and fulfill legal/tax obligations, after which it is securely deleted or anonymized.
Your Right to Withdraw Consent
You have the right to withdraw your explicit consent to our processing of your special category data at any time. Please note that because these details are often essential for our team to safely and effectively carry out specialist cleans (such as hoarding or biohazard remediation), withdrawing consent may impact our ability to deliver or complete the service. To withdraw consent, please reach out at info@simplysortedspecialistcleaning.co.uk.
4. Why we use your information
We use your information for these reasons:
- To reply to your enquiry and give you a quote, because you asked us to.
- To carry out the work, take payment and keep a record of the job, because we have an agreement with you.
- To keep the financial and business records the law requires.
- To deal with complaints and damage claims, and to protect our business, where that is fair to you.
5. Who we share it with
We do not sell your information. We use a small number of services that handle it on our behalf:
- Formspree receives what you type into our contact and quote forms and passes it to us.
- DocFlite holds our customer records and job forms.
We may also share information where the law requires us to.
6. Cookies and tracking
This website does not currently set cookies and does not run analytics or advertising trackers. The contact and quote pages load a form script from unpkg.com, a file delivery service, which can see your IP address in the same way any website you visit can.
If visitor tracking is added later (it is a separate piece of work), this section will be rewritten and a cookie banner added.
7. How long we keep it
We keep your information only for as long as we need it for the reasons in section 4.
A policy should give real periods, not a general promise.
- How long do you keep enquiries that never turn into a job?
- How long do you keep records of completed jobs? Your accountant can tell you the minimum for financial records.
- How long do you keep photos, if you take any?
8. Your rights
Under UK data protection law you can ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, ask us to restrict how we use it, and object to us using it. In some cases you can also ask for it in a form you can pass to someone else. Where we rely on your consent, for example to use photos, you can withdraw it at any time.
To use any of these rights, email us at info@simplysortedspecialistcleaning.co.uk. We will reply within one month.
- Who reads and answers requests like these? Is it you?
- Is info@ the right address, or would you like a separate one?
9. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.
10. Changes to this policy
We will update this page if the way we handle information changes.
Add a "Last updated" date here once the answers above are in and the policy has been checked.
Contact
If you have questions about this Privacy Policy, please contact us:
Email: info@simplysortedspecialistcleaning.co.uk
Phone: 07852 734 735