Privacy Policy
This notice explains what personal data NVG Cleaning Services LTD collects, why we collect it, how long we keep it and what rights you have over it.
Last updated:
1. Who we are
NVG Cleaning Services LTD (“we”, “us”, “our”) is the data controller for the personal data described in this notice. That means we decide why and how your personal data is processed.
- Address: 36 Dawlish Mount, Leeds, LS9 9DZ, United Kingdom
- Email: booking@nvgcleaningservices.co.uk
- Telephone: 0333 034 7101
We are not required to appoint a Data Protection Officer. Any question about this notice should be sent to booking@nvgcleaningservices.co.uk.
2. What personal data we collect
We only collect what we need in order to quote for and carry out cleaning work.
- Identity and contact data — your name, email address and telephone number.
- Property data — the address where cleaning is to take place, property size or type, and access instructions you choose to give us.
- Booking data — the service requested, preferred date and time, hours required, any add-on services and any notes you send us.
- Correspondence data — the content of emails, WhatsApp messages, text messages and call notes exchanged with us.
- Payment data — records of deposits, invoices and payments received. Card payments are processed by takepayments on their own secure pages: we receive confirmation that a payment succeeded and the last four digits, and we do not collect, transmit or store full card numbers on this website.
- Technical data — if you consent to analytics, your IP address, device type, browser and pages viewed.
We do not ask for special category data (such as health information). Please do not include it in the notes field of the booking form.
3. How we collect it
- Directly from you, when you complete the booking form, call, email or message us.
- From a letting agent, landlord or property manager who books a clean on your behalf.
- Automatically through cookies and analytics, where you have consented.
4. Why we use it, and our lawful basis
The UK GDPR requires us to have a lawful basis for each purpose. The table below sets out each activity separately so you can see which basis applies and therefore which rights are available to you.
| What we do | Data used | Lawful basis |
|---|---|---|
| Reply to an enquiry and prepare a quote | Identity, contact, property, booking | Consent — you asked us to contact you |
| Arrange, deliver and invoice a cleaning job | Identity, contact, property, booking, payment | Contract — necessary to perform our agreement with you |
| Keep accounting and tax records | Identity, contact, payment | Legal obligation — Companies Act and HMRC requirements |
| Handle complaints, insurance claims and disputes | All of the above | Legitimate interests — defending our legal position and improving service quality |
| Protect the booking form from spam and abuse | Technical data | Legitimate interests — keeping our systems secure and available |
| Measure website usage with analytics | Technical data | Consent — you may withdraw it at any time |
Where we rely on legitimate interests, we have balanced those interests against your rights and freedoms and consider that our processing is not unfair or unexpected. You can object at any time — see section 8.
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.
5. Marketing
We may send you occasional service updates or offers by email only where you have asked us to, or where you are an existing customer and the message relates to a similar cleaning service (the “soft opt-in” permitted by the Privacy and Electronic Communications Regulations). Every marketing message includes an unsubscribe link, and you can opt out at any time by emailing booking@nvgcleaningservices.co.uk. We never sell your data or share it with third parties for their own marketing.
6. Who we share your data with
We share personal data only where it is necessary, and only with:
- Our cleaning staff and vetted subcontractors — the name, address, access details and job notes needed to complete your booking.
- Our email and hosting providers — who process booking enquiries and host this website on our instructions.
- takepayments (Payzone UK Limited) — our payment processor, who handles card details directly and tells us only whether a payment succeeded. See their privacy policy.
- Our accountant — for invoicing, bookkeeping and tax.
- Our insurers and professional advisers — where a claim, complaint or dispute arises.
- Law enforcement, regulators or courts — where we are legally required to disclose information.
All of our suppliers act as processors under a written contract and may only use your data on our documented instructions. We never sell your personal data.
7. International transfers
We aim to keep personal data within the UK. Some of our suppliers (for example website hosting and analytics) may process data in the European Economic Area or the United States. Where data leaves the UK, we rely on UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses. You may request details of the safeguards in place by emailing us.
8. How long we keep it
| Record | Retention period |
|---|---|
| Enquiries that do not become bookings | 12 months from last contact |
| Customer and booking records | 6 years after the end of our relationship |
| Accounting and tax records | 6 years after the end of the relevant financial year (HMRC requirement) |
| Complaints, incidents and insurance claims | 6 years after the matter is closed |
| Website analytics | Up to 14 months |
At the end of these periods we securely delete or anonymise the data. Where deletion is not immediately possible (for example in encrypted backups) we isolate the data until deletion is possible.
9. Your rights
Under the UK GDPR you have the right to:
- Be informed about how we use your personal data — this notice.
- Access a copy of the personal data we hold about you.
- Rectification of inaccurate or incomplete data.
- Erasure of your data where there is no good reason for us to continue holding it.
- Restrict processing while a concern you have raised is investigated.
- Data portability — receive the data you gave us in a structured, commonly used, machine-readable format.
- Object to processing based on our legitimate interests, and to direct marketing at any time.
- Withdraw consent at any time, where our basis is consent. Withdrawing consent does not affect the lawfulness of processing carried out beforehand.
- Not be subject to solely automated decision-making with legal or similarly significant effects.
To exercise any right, email booking@nvgcleaningservices.co.uk. We will respond within one month. There is normally no fee. We may ask you to confirm your identity before we release information.
10. Cookies and analytics
This website sets only the cookies strictly necessary to serve the site unless you tell us otherwise. If analytics is enabled, we use Google Analytics to understand which pages are useful, which sets cookies that collect usage statistics.
We ask before we do this. The analytics script is not loaded at all and no analytics cookie is set until you press “Accept” on the cookie banner. If you decline, nothing is loaded. You can change or withdraw your choice at any time using the Cookie settings link in the footer — withdrawing consent also deletes any analytics cookies already stored on your device.
You can block or delete cookies in your browser settings at any time. Doing so will not stop you using this website. You can also install the Google Analytics opt-out browser add-on.
11. How we keep your data secure
This website is served over HTTPS and booking submissions are transmitted over an encrypted connection. Access to booking emails is limited to staff who need it, accounts are password protected, and our cleaning staff are vetted and bound by confidentiality obligations. We have procedures to deal with any suspected personal data breach, and will notify you and the Information Commissioner’s Office where we are legally required to do so.
12. Children
Our services are directed at adults. We do not knowingly collect personal data about children. If you believe a child has given us their data, contact us and we will delete it.
13. Third-party links
This website links to third-party sites such as Facebook, Instagram and WhatsApp. We are not responsible for their privacy practices and encourage you to read their own privacy notices.
14. Changes to this notice
We review this notice regularly and will update the “last updated” date at the top of the page whenever it changes. Where changes are significant, we will tell customers by email.
15. How to complain
Please contact us first at booking@nvgcleaningservices.co.uk so we can try to put things right. You also have the right to complain to the UK supervisory authority for data protection:
- Information Commissioner’s Office (ICO)
- Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline: 0303 123 1113
- Website: ico.org.uk
See also our Terms & Conditions, which govern the cleaning services we provide.