Spring Fresh General Data Protection Regulation (GDPR) Policy
Spring Fresh strives to protect the privacy and the confidentiality of Personal Data that the company processes in connection with the cleaning services that it provides to its customers, ( including landlords or letting agents) use of the Spring Fresh website. Spring Fresh services consist of specialised cleaning procedures.
Identity of Controller and Contact Details
David Bytham, the Managing Director is the controller in respect of the Personal Data it receives in connection with quoting or booking any of our cleaning services provided under the relevant engagement between Spring Fresh and its customer.
Personal Information that we Process
We collect and process the following Personal Data:
Individual Details – name, address, phone details, email address
Job or Quote details
– no of rooms, type of oven, type of carpets/upholstery and sizes for areas to be cleaned and to specify areas not to be cleaned. Photos may be taken to record before and after condition of cleanliness and to assist with determining most appropriate cleaning techniques.
– whether or not the individual has consented to receive marketing from us.
Sources of Personal Data
We collect and receive Personal Data from customers, potential customers also (landlords, letting agents) when enquiries are originally made of our cleaning services either via our website, email, facebook online or by phone.
How We Use and Disclose Your Personal Data
All personal data of customers, tenants, letting agents & landlords is kept in-house and used solely for accounting records and re-contacting existing customers periodically to remind them how long it has been since their last clean to see if they are ready for a further clean, or to inform them of an offer or deal on our range of cleaning services. This is likely only to happen a few times a year at most. Preferably through text or email or post, calls may be undertaken, but only where that preference has been indicated by the customer.
Please note that in addition to the disclosures we have identified in this table, we will disclose Personal Data for the purposes we explain in this notice to employees for the sole purpose of keeping an appointment to clean.
We only share this data with our employees for the purpose of keeping an appointment with our customer for the purpose of undertaking a cleaning job, or to provide a quotation.
Other than that, it would be where an employee is assisting with preparing accounting records, or preparing to contact an existing customer to enquire if they currently wish for a further clean.
Where you are providing us with information about a person other than yourself, you agree to notify them of our use of their Personal Data and to obtain such consent for us.
There is no cold calling, we prefer to contact existing customers to enquire about further service via text or email , but many customers , particularly the elderly can often only be contacted via post or by landline phone with their previous consent only.
Individuals may withdraw their consent to such processing at any time by contacting the Data Protection Officer using the contact details in the Questions, Requests or Complaints section below,However, doing so will prevent Spring Fresh from contacting you with regard to further cleaning unless you choose to contact us again in the future.
We have in place physical, electronic and procedural safeguards for the information we maintain. These safeguards will note the format, location and include measures designed to keep Personal Data protected from unauthorised access, firewalls, access controls, separation of duties, and similar security protocols. We restrict access to Personal Data to personnel that require access to such information for our own cleaning business purposes only.
Limiting Collection and Retention of Personal Information
We collect, use, disclose and otherwise process Personal Data that is necessary for the purposes identified in this Privacy Notice or as permitted by law. If we require Personal Data for a purpose inconsistent with the purposes we identified in this Privacy Notice, we will notify clients of the new purpose and, where required, seek, ‘individuals’ consent to process Personal Data for the new purposes.
Our retention periods for Personal Data are based on business needs and legal requirements. We retain Personal Data for as long as is necessary for the processing purposes for which the information was collected, and any other permissible, related purpose. For example, we retain certain transaction details.
When personal data is no longer needed, we either irreversibly anonymise the data(in which case we may further retain and use the anonymised information) or securely destroy the data.
Cross-border transfer of Personal Information
Spring Fresh does not transfer Personal Data to, or permits access to Personal Data from, countries outside the Euopean Economic Area (EEA), or even with other countries within the EEA.
Accuracy, Accountability, Openness and Your Rights
We strive to maintain Personal Data that is accurate, complete and current. Individuals should contact us at email@example.com to update their information.
Questions regarding the privacy practices of Spring Fresh should be directed to the Data Protection Officer using the contact details at the Questions, Requests or Complaints section below.
Under certain conditions, individuals have the right to request that Spring Fresh:
Provide further details on how we use and process their Personal Data;
Provide a copy of the Personal Data we maintain about the individual;
Update any inaccuracies in the Personal Data we hold;
Delete Personal Data that we no longer have a legal ground to process; and
Restrict how we process the Personal Data while we consider the individual’s enquiry.
In addition, under certain conditions individuals have the rights to :
Where processing is based on consent, withdraw the consent;
Object to any processing of Personal Data that Spring Fresh justifies on the “legitimate interests” legal grounds, unless our reasons for undertaking the processing outweigh any prejudice to the individual’s privacy rights; and or detection of crime) and our interests (eg, the maintenance of legal privilege). We will respond to most requests within 30 days.
If we are unable to resolve an enquiry or a complaint, individuals have the right to contact the UK data protection regulator, the Information Commissioner’s Office.
Questions, Requests, or Complaints
To submit questions or requests regarding this Privacy Notice or the privacy practices of Spring Fresh, please write to the Data Protection Officer at the following address:
The Data Protection Officer
10 Scarborough Avenue
Phone : 07944 065706
Email : firstname.lastname@example.org
Links to Third Party Websites
Our website contains links to other third-party websites such as the Derbyshire Trusted Trader Scheme belonging to Derbyshire County Council and the NCCA (National Carpet Cleaning Association), please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information. Please check these policies before you submit any personal information to such third-party websites.
Changes to this Privacy Notice
This Privacy Notice is subject to change at any time. It was last changed on 28/05/2018. If we make changes to this Privacy Notice, we will update the date it was last changed. Where we have an engagement with you, we will notify you of any changes we make to this Privacy Notice in accordance with the notice provisions in the terms of our engagement. In other circumstances, we will publish the revised Privacy Notice on our website.