Who we are
This website and the cleaning services described on it are operated by DPC CLEANING LTD, a company registered in the United Kingdom with its principal premises at 166 King Cross Road, Halifax - HX1 3LN, United Kingdom (GB). The website itself was built and is maintained under the developer name DPC Cleaning, working on behalf of the company. In this policy the words we, us and our refer to DPC CLEANING LTD, and the words you and your refer to any person who visits the website, makes an enquiry, holds a cleaning contract or otherwise deals with us.
We are a commercial cleaning contractor. Our rounds cover office deep cleans, pub refit washdowns, after-builders sweeps, carpet extraction days, window and facade rounds and kitchen degrease shifts. The personal data we handle is mostly the ordinary business information needed to arrange those rounds, keep premises secure and answer questions from clients and suppliers. We do not run an advertising network, we do not sell information to data brokers, and we do not build consumer profiles for marketing purposes.
The company is the controller of the personal data described in this policy. That means the company decides why information is collected and what happens to it. Where a client uses our services and gives us information about the client own staff, visitors or tenants, the client is usually the controller of that information and we act as a processor under the client instructions. The two roles are explained in more detail in the sections that follow.
Scope of this policy
This policy applies to information collected through this website, through email and telephone contact with our office, through our quotations and contracts, and through the routine administration of cleaning rounds. It also covers information we receive from suppliers, subcontractors and site managers in the course of ordinary work.
This policy does not cover websites operated by other organisations, even where we link to them or they link to us. If you follow a link away from this site, the privacy notice of the destination site applies. We encourage you to read those notices before handing over personal information.
This policy is written in plain English and applies to all visitors regardless of where they are located. Where local law gives you additional rights, those rights are not reduced by anything written here. Where local law requires a different form of notice, we will provide it on request.
Information we collect
The information we collect falls into a small number of practical categories. Each category is limited to what is needed for the purpose it serves, and we try not to ask for anything that has no bearing on the work.
Contact details
When you make an enquiry we receive your name, the name of your organisation, an email address and usually a telephone number. We also record the address of the premises you want cleaned and the times at which the premises are empty. These details allow us to arrange a survey and send a quotation.
Enquiry content
The body of any message you send becomes part of our records. It might describe the size of a building, the finish you expect, access restrictions, alarm arrangements or a complaint about a previous visit. We keep this content so that the supervisor can plan the round accurately and so that any later question can be answered without asking you to repeat yourself.
Contract and billing information
Once a contract is agreed we hold the specification, the quotation, the agreed schedule, invoices and payment records. Billing information may include a company registration number, a purchase order reference and the name of the person who authorises payment. We do not store full card numbers. Card payments are handled by our bank or payment provider, and we only retain a reference to the transaction.
Operational records
Each cleaning round produces a completed checklist and a short supervisor note. These records describe the visit and may mention the name of the person who signed the sheet on site. They are working documents used to confirm that the specified work was completed.
Technical information
Our web hosting provider automatically records technical information when a page is requested. This usually includes the internet protocol address, the browser and device type, the referring page and the time of the request. This information is used for security, troubleshooting and aggregate statistics. It is not used to identify individual visitors by name.
How information reaches us
Most information arrives directly from you, either through the contact form on this website or through an email, a telephone call or a conversation at a survey. The contact form on our contact page does not send data to a server operated by us. It prepares an email in your own mail application so that you can review the message and send it yourself. The message then travels through your email provider and ours in the ordinary way.
Some information is created by us as the work proceeds. Supervisors complete checklists, record dilutions and note any issues found on site. Office staff create quotations and invoices. These records are generated internally and stored in our business systems.
A smaller amount of information arrives from third parties. A site manager may pass on the name of a key holder. A supplier may confirm a delivery contact. A subcontractor may send a job sheet naming the crew who attended. We treat information received from third parties with the same care as information you give us directly, and we will tell you if we receive something unexpected about you.
We do not buy contact lists, we do not scrape personal data from social media, and we do not receive information from advertising exchanges. If you believe we hold information you did not provide, please contact us so the position can be checked.
Our legal basis for processing
Where data protection law requires us to identify a lawful basis, we rely on the following grounds, depending on the activity involved.
- Contract performance. We process names, contact details, premises addresses and billing information because that processing is necessary to provide the cleaning services you have asked for and to administer the agreement between us.
- Legitimate interests. We process technical logs, operational records and correspondence because we have a legitimate interest in running a secure, well organised business, in defending legal claims and in improving the reliability of our rounds. We balance that interest against your rights and expect the impact on you to be minimal.
- Legal obligation. We process certain records because the law requires it, for example accounting records that must be retained for tax purposes, or information needed to respond to a lawful request from a public authority.
- Consent. Where we rely on consent, for example if you ask to receive occasional updates about seasonal deep clean windows, we will ask for it clearly and you may withdraw it at any time. Withdrawing consent does not affect processing carried out before the withdrawal.
- Vital interests and public task. These grounds are not central to our work, but we will rely on them in an emergency where someone is at risk, or where a statutory duty applies to a particular record.
If you would like an explanation of the basis relied on for a particular activity, write to us at cleaning@dpccleaning.buzz and we will respond in writing.
Site administration data
Our hosting provider keeps short lived access logs so that the site remains available and secure. These logs record requests to the server, the address from which a request came and the response that was returned. They are used to detect unusual traffic, to block abusive requests and to investigate faults. Access logs are rotated regularly and are not kept indefinitely.
We do not use third party analytics that track individuals across websites. If we ever measure traffic on this site, we use aggregate figures that cannot be tied back to a single visitor. Aggregate figures tell us which pages are read, which is useful for deciding how to present the services page, but they do not identify anyone.
The site does not require you to create an account, and it does not set a login cookie. It is a set of static pages served from a hosting provider, with a small script that controls the mobile menu, the reveal animation and the contact form. That script runs in your browser and does not transmit information to us.
Client operations records
Cleaning rounds generate records that matter operationally. A checklist shows which areas were completed. A dilution log shows which chemicals were used and at what strength. A supervisor note may record a fault, an access problem or a request from the client team.
These records allow us to keep standards consistent between crews and to answer a client question with evidence rather than memory. They also support health and safety compliance for the products used on site. Where a checklist mentions an individual, for example the person who signed off a zone, the record is limited to a name and a signature line.
Operational records are kept for the life of the contract and for a limited period afterwards, as described in the retention section. They are stored on our business systems and are available to the client on request.
Keys, access codes and alarms
Overnight cleaning depends on secure access. We hold keys, fobs or alarm codes for some client premises, and the handling of those items is treated as a separate and more sensitive matter than ordinary commercial correspondence.
Keys are signed out of the store room before a shift and signed back in when the shift ends. The paper register records the key identifier, the time and the supervisor who took it. Alarm codes are recorded in a sealed envelope or an equivalent controlled record and are disclosed only to the supervisor responsible for that round. When a contract ends, all keys and codes are returned or destroyed and the register is closed.
If you believe a key has been lost or an alarm code has been compromised, tell us immediately at +19899354007. We will follow the protocol agreed at the survey and, where appropriate, bear the cost of changing locks or resetting codes.
Cameras and on-site imagery
Some client premises have camera systems, and those systems are controlled by the client rather than by us. A cleaning crew may appear in footage recorded by a client camera. That footage is the responsibility of the client, and we ask clients to tell us at the survey if cameras cover the areas we will be working in.
We do not install cameras in client premises. We may occasionally take photographs of completed work, for example a before and after record of a carpet extraction or a refit washdown, but only where the client has agreed. Photographs are taken to document the finish achieved, not to record people, and any unrelated person who appears in frame is cropped or blurred before the image is kept.
Supervisors do not photograph documents, screens or personal belongings. If you find an image of your premises on our website and want it removed, write to cleaning@dpccleaning.buzz and we will act promptly.
Suppliers and subcontractors
We keep contact details for suppliers of cleaning chemicals, machine parts, paper products and uniforms, and for specialist subcontractors who help with work outside our own capability, such as duct cleaning beyond an access panel. These records are ordinary business contact information.
Subcontractors who work on a client site receive only the information they need for that site. They do not receive client billing details, and they are bound by confidentiality terms in their engagement documents. Where a subcontractor handles personal data on our behalf, we require appropriate assurances about security and about the use of the information.
We record deliveries and machine servicing in a simple log. The log may name the person who signed for a delivery or attended a repair. This helps with warranty claims and with checking that kit is maintained on schedule.
International transfers
Our office is in the United Kingdom and most of our records stay there. Some of the service providers we use, for example email hosting or cloud storage, may process data in other countries. Where that happens, we rely on the safeguards required by data protection law, such as standard contractual clauses or an adequacy decision covering the destination country.
If you want to know which countries are involved for a particular service, contact us and we will explain. We keep a small register of providers that process data outside the United Kingdom and review it when a provider changes.
How long we keep data
We keep information only for as long as it serves a purpose. The table below describes the usual retention periods. These periods are guidelines, and a specific record may be kept longer if a legal claim or a regulator request requires it.
- Enquiries that do not lead to a contract: up to twelve months, then deleted.
- Quotations that are not accepted: up to twelve months, then deleted.
- Contract specifications and schedules: for the life of the contract plus six years.
- Invoices and accounting records: six years from the end of the financial year.
- Operational checklists and dilution logs: three years from the date of the visit.
- Key and alarm registers: for the life of the contract plus one year.
- Server access logs: rotated within thirty days.
- Marketing consent records: until consent is withdrawn, plus two years.
When a retention period ends, records are deleted from live systems. Some records may persist in backups for a short additional period before the backup rotation completes. Backups are not used for ordinary business purposes and are restored only to recover from a failure.
Security measures
We take reasonable steps to protect the information we hold. Access to client records is limited to the staff who need it to plan and run the rounds. Digital records sit behind password protected accounts, and hardware is kept updated with security fixes.
Paper records, including key registers and signed checklists, are kept in the store room at 166 King Cross Road, Halifax - HX1 3LN, United Kingdom (GB). The store room is locked outside working hours and is not accessible to the public. Sensitive records are stored in a locked cabinet within the room.
Staff receive basic training on handling personal data, on the correct use of chemicals and on the access protocol for client premises. If a security incident occurs, we will investigate it, take steps to contain it, and notify affected parties and the regulator where the law requires notification.
No system is completely secure, and we cannot guarantee that a determined attacker will never succeed. What we can promise is that we take the risk seriously, that we keep our measures under review, and that we will tell you promptly if something goes wrong that affects your information.
Your rights
Data protection law gives you a set of rights over information about you. We will honour those rights and will not charge a fee for a reasonable request.
- Access. You may ask for a copy of the personal data we hold about you, together with an explanation of how it is used.
- Correction. You may ask us to correct information that is inaccurate or incomplete.
- Erasure. You may ask us to delete information where there is no good reason for us to keep it. Some records must be kept for legal reasons, and in those cases we will explain why.
- Restriction. You may ask us to limit how we use information while a question about accuracy or lawfulness is being resolved.
- Objection. You may object to processing based on legitimate interests. We will stop unless we can show compelling grounds that override your position.
- Portability. Where processing is based on consent or contract and is carried out by automated means, you may ask for the information in a structured, commonly used format.
- Automated decisions. We do not make decisions about you by automated means that produce legal or similarly significant effects.
To exercise a right, write to cleaning@dpccleaning.buzz or call +19899354007. We may ask for proof of identity before acting, so that we do not disclose information to the wrong person. We aim to respond within one month. If the request is complex, we may extend that period and will tell you why.
Privacy for children
This website is intended for organisations and adults arranging cleaning services for business premises. We do not knowingly collect information from children under the age of thirteen, and we do not market to children.
A cleaning crew may occasionally work in a building where children are present, for example a school, a nursery or a leisure centre. In those settings the client organisation controls the information about the children who use the building. We receive only the operational details needed to clean, such as the floor plan and the hours when the building is empty.
If you believe a child has sent information to us directly, contact us at cleaning@dpccleaning.buzz and we will delete it unless a legal reason requires us to keep it.
Marketing preferences
We do not send bulk marketing email. From time to time we may contact a client about a seasonal deep clean window, a change to the schedule or a service that seems relevant to the premises we already clean. These messages are sent to the business contact who arranged the contract.
You may ask us to stop sending informational messages at any time by replying to the message or by writing to cleaning@dpccleaning.buzz. We will update our records promptly and will not ask you why.
We do not pass contact details to marketing partners, and we do not use client contact details to send offers on behalf of other businesses.
Changes to this policy
We review this policy from time to time. When we make a material change, we will update the effective date at the top of the page and, where appropriate, tell active clients by email. A change to the way we use information will not be applied retrospectively to information already collected without a lawful basis for doing so.
The version published on this page is the current version. We keep earlier versions for reference so that we can explain what applied at a given time. If you would like a copy of an earlier version, contact the office.
Complaints and regulator
If you have a concern about how we have handled your information, please tell us first. Write to cleaning@dpccleaning.buzz or call +19899354007 and describe the issue. We will acknowledge the complaint and investigate it, and we will tell you what we found and what we have done.
You also have the right to complain to the Information Commissioner Office, the regulator for data protection in the United Kingdom. The regulator can be contacted through its website or by post. We would prefer the chance to put things right before you escalate, but the choice is yours.
How to contact us
For any question about this policy or about the information we hold, use the details below. The office is staffed Monday to Friday from 8:00 to 17:30.
DPC CLEANING LTD
166 King Cross Road, Halifax - HX1 3LN, United Kingdom (GB)
Email: cleaning@dpccleaning.buzz
Telephone: +19899354007
If your question concerns a specific cleaning round, it helps to include the premises address and the date of the visit. That lets us find the right checklist and answer without delay.