Spotfree – PRIVACY POLICY



General uses for your information is stated below in simple terms as regards to our cleaning services.

Details I hold in relation to you & why - Name, Address, Contact Number or Email

• In order to carry out regular cleaning services as per your request.
• To inform you of current promotions available.
• To trace your whereabouts regarding any outstanding debts.
• Regarding Payment Information - Paypal (Paypal Security Applies please visit https://www.paypal.com/en/webapps/mpp/ua/privacy-full), we don’t hold any customer bank details. Cheque’s deposited straight into our account ‘Natwest’.

However please see more details below..

The types of data I collect and use may include, but is not limited to-
Your names, address, telephone number, and email address.
I will normally acquire this information directly from you but if I obtained that information from somebody else I will normally inform you and ask you to confirm the details are correct.

Using your personal data: the legal basis and purpose.
I will process your personal data in the following ways:

1. To fulfil the terms of a contract/agreement with you,
a) To provide a quotation for my business services and decide whether to enter into that contract/agreement.
b) To manage and perform that contract/aggreement, and contact you as necessary in that regard.
c) To update my records
d) To trace your whereabouts regarding any outstanding debts

2. As necessary for my own legitimate interests in promoting and managing my business
a) For good governance, compliance with regulatory and statutory obligations, financial accounting, managing and auditing my business operations.
b) To communicate with you as necessary regarding the provision of services and any payments due in relation to such services.
c) For market research, analysis and developing statistics
d) To send you marketing communications relating to my services.

3. As necessary to comply with a legal obligation, e.g.:
a) When you exercise your rights under data protection laws and make requests for information.
b) For compliance with legal and regulatory requirements and relative disclosures.
c) For establishment and defence of legal rights.
d) For the prevention, detection and investigation of crime.

4. Based on your consent e.g.:
When you request me to disclose your personal data to other businesses or organisations, such as other traders and service providers. You are free to change your mind and withdraw your consent at any time but that may mean that I can’t do certain things for you.

Sharing your personal data.
Subject to applicable data protection laws I may share your personal data with:
• Sub contractors, service providers and other persons, businesses or organisations who help me provide my services, payment and collection services, email, web-hosting and data back-up services; some of which service providers may transfer your personal data to others for regulatory, compliance and governance purposes, and may entail sending your data overseas.
• Government bodies and agencies in the U.K. and overseas (e.g. HMRC, The Information Commissioner’s Office). In some cases these agencies may need to transfer your information to other similar bodies, including those overseas.
• Courts, to comply with legal requirements and for the administration of justice.
• To protect the security or integrity of my business operations
• If I were to sell the business, restructure or enter into a partnership or merger with another business.
• In an emergency or to otherwise protect you or your vital interests.
• Anyone else where I have your consent or am required to do so by law.

International transfers
Your personal data may be transferred outside the U.K. and European Economic Area. While some countries have adequate protections for personal data under their applicable laws, in other countries it will be necessary to take additional steps to provide appropriate safeguards. I will always use my best endeavours to secure your personal information, which may include imposing contractual obligations or requiring the recipient to subscribe to, or be certified with, an appropriate international framework of protection.

Retention of information
I will only retain any personal information for as long as it is necessary to support my legitimate business interests, and to comply with legal, regulatory and statutory obligations.

What personal information do we collect from the people that visit our website?
When registering your interest on our site, by email or telephone you may be asked to enter your name, email address, phone number or other details to help us make contact with you under ‘legitimate interest’.

When do we collect information?
We collect information from you when you fill out a form, use Live Chat, telephone, email or enter information on our site.
Calls to our customer services may also be monitored and/or recorded for authentication, security, quality and training purposes.

How do we use your information from visiting our website?
We may use the information we collect from you under ‘legitimate interest’ when you enquire, sign up for our newsletter, respond to a survey or marketing communication, surf the website, or use certain other site features in the following ways:
• To allow us to better service you in responding to your customer service requests.
• To ask for ratings and reviews of services or products.
• To follow up with them after correspondence (live chat, email or phone).

How do we protect visitor information?
We never ask for financial information through our website.
Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential. In addition, all sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology.
We implement a variety of security measures when a user places an order enters, submits, or accesses their information to maintain the safety of your personal information.

Do we use ‘cookies’?
Yes, we collect cookies under the ‘legitimate interest’ grounds of GDPR. Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow) that enables the site’s or service provider’s systems to recognize your browser and capture and remember certain information. They are also used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

We use cookies to:
• Understand and save user’s preferences for future visits.
• Keep track of advertisements.
• Compile aggregate data about site traffic and site interactions in order to offer better site experiences and tools in the future. We may also use trusted third-party services that track this information on our behalf.
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Internet Explorer) settings. Each browser is a little different, so look at your browser’s Help menu to learn the correct way to modify your cookies. If you disable cookies off, some features will be disabled It won’t affect the user’s experience that make your site experience more efficient and some of our services will not function properly.

Third-party links
Occasionally, at our discretion, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

Google
Google’s advertising requirements can be summed up by Google’s Advertising Principles. They are put in place to provide a positive experience for users. https://support.google.com/adwordspolicy/answer/1316548?hl=en We along with third-party vendors, such as Google use first-party cookies (such as the Google Analytics cookies) and third-party cookies (such as the DoubleClick cookie) or other third-party identifiers together to compile data regarding user interactions with ad impressions and other ad service functions as they relate to our website.

Opting out:
Users can set preferences for how Google advertises to you using the Google Ad Settings page. Alternatively, you can opt out by visiting the Network Advertising initiative opt out page or permanently using the Google Analytics Opt Out Browser add on.

Email Marketing
We would like to send you information about products and services of ours which may be of interest to you. This will be agreed by ‘consent’ that should be freely given, specific, informed and unambiguous using a ‘double opt in’ method.
If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes by unsubscribing as detailed below.

CAN SPAM Act
The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have emails stopped from being sent to them, and spells out tough penalties for violations.
We collect your email address in order to:
• Send information; respond to inquiries, and/or other requests or questions.
• Market to our mailing list or continue to send emails to our clients after the original transaction has occurred.
To be in accordance with CANSPAM we agree to the following:
• NOT use false or misleading subjects or email addresses.
• Identify the message as an advertisement in some reasonable way.
• Include the physical address of our business or site headquarters.
• Monitor third-party email marketing services for compliance, if one is used.
• Honor opt-out/unsubscribe requests quickly.
• Allow users to unsubscribe by using the link at the bottom of each email.
If at any time you would like to unsubscribe from receiving future emails, you can contact us and we will promptly remove you from ALL correspondence.

Access to your information and correction.
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address.
Data Controller, SPOTFREE, 13 Sunrise Avenue, Basford, Nottingham, NG5 1NH Or email your request to Spotfree@hotmail.co.uk

Storage Limitations – Your ‘Right to be Forgotten’
Under the General Data Protection Regulations (GDPR) SPOTFREE will not store your data for longer than necessary). The following internal policies will be in place for the following types of data concerned:
Service Enquiry - 2 years (to complete average buying cycle period) ‘Legitimate interest’
Contractual/Agreement - 11 years (enabling warranty fulfilment for consumer) ‘Legitimate interest’
Financial - 7 Years (to comply with HMRC and VAT regulations) ‘Legal’
You may request for your data to be deleted sooner by writing to the:
Data Controller, SPOTFREE, 13 Sunrise Avenue, Basford, Nottingham, NG5 1NH
Or email your request to Spotfree@hotmail.co.uk
However, if ‘Legal Grounds’ exist ‘SPOTFREE’ has the right to refuse requests on these grounds.

Your rights under the new law-
The General Data Protection Regulation 2018 gives you a number of rights including:
• The right to be informed about my processing of your personal data
• The right to have your data corrected if it is inaccurate or to have incomplete data completed
• The right to object to or restrict the processing of your personal data
• The right to have your data erased or forgotten
• The right to request access to any information I hold about you.
• The right to move, copy or transfer your personal data

You have the right to complain to the Information Commissioner’s Office, which has the power to investigate and enforce compliance with data protection law.

To find out more about your rights with regard to data protection please go to www.ico.org.uk.

Contact details-
Daniel Dixon & Mathew Skevington trading as ‘SPOTFREE’, 13 Sunrise Avenue, Basford, Nottingham NG5 1NH
Telephone 07864 032 428
Email Spotfree@hotmail.co.uk
Facebook: Spotfreewindowcleaningnottingham

28 April 2018