Privacy Policy.

WestonWoods (“we”, “us”, “our”) provides commercial cleaning for businesses and organisations in Hampshire. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.

This policy covers this website and the enquiries you make to us through it, by telephone, by email or by WhatsApp. If you become a cleaning client, we will explain separately how we handle the information needed to provide that service.

Information you give us

When you send an enquiry through one of our forms, we receive:

• your name and email address;
• your telephone number, if you choose to give it;
• your organisation and type of premises;
• the premises area or postcode and approximate size;
• your cleaning requirements, frequency and preferred cleaning times;
• your current contract end date and availability for a site visit, if provided;
• how you would prefer us to contact you; and
• anything else you choose to tell us in the message box.

If you telephone, email or message us on WhatsApp instead, we receive your contact details and whatever you tell us in that conversation.

Health and other sensitive information

Please do not include patient, pupil or resident records, medical information, alarm codes or passwords in an enquiry. Sending sensitive information does not by itself establish explicit consent. If sensitive information is necessary, we will identify the additional lawful condition and arrange a suitable way to receive it.

Information collected automatically

This website does not use analytics, advertising or tracking tools. As with any website, the companies that host and deliver our pages briefly process technical information such as your IP address and browser type so the page can be sent to you. See our Cookie Policy for the detail.

If you contact us for a business, school or other organisation, share only the contact and premises information needed to discuss cleaning. Tell other named contacts that you have shared their details and direct them to this policy.

Each person has rights over their own information. Acting for an organisation does not automatically authorise you to access or delete another person’s records.

Data protection law requires us to have a lawful basis for each use of personal information. These are ours:

We do not use your information for marketing, we do not build profiles, and no decision about you is made by automated means.

We never sell personal information. Relevant recipients include the following providers. Providers acting as processors use information on our instructions; independent controllers have their own legal responsibilities:

• Formspree, which delivers the contents of our enquiry forms to us.
• Our email provider, which stores the enquiries and our replies.
• Our website hosting and content delivery providers, which serve the pages and icons you see.
• WhatsApp, only if you choose to message us there. WhatsApp’s own privacy policy applies to that conversation.

We may also share information where the law requires it, or where we need to raise a safeguarding concern with the appropriate authority to protect someone from harm.

Some of our service providers, including Formspree, are based in or store data in the United States. Where your information is transferred outside the UK, we rely on the safeguards permitted by UK data protection law, such as the UK–US data bridge or the International Data Transfer Agreement, so that it remains protected to an equivalent standard.

We keep personal information only for as long as we need it:

• Enquiries that do not lead to a service are deleted within 12 months of our last contact with you.
• Enquiries that lead to a service become part of your client record, and we will tell you how long that is kept when the service is agreed.
• Unsubmitted quote-form entries are held in the page while you complete it. Our current quote form does not save a draft in browser storage.

You can ask us to delete your information sooner. See your rights below.

This website is served over an encrypted (HTTPS) connection, and enquiries are sent to us over an encrypted connection too. Access to enquiries is limited to the people who need to respond to them.

No method of sending information over the internet is completely secure, which is one reason we ask you not to include detailed medical information in an enquiry. If we ever become aware of a data breach that is likely to put you at risk, we will tell you and the regulator as the law requires.

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct anything that is inaccurate or incomplete;
• ask us to delete your information;
• ask us to restrict how we use it, or object to our using it;
• ask for your information in a portable format; and
• withdraw any consent you have given.

To use any of these rights, contact us using the details at the end of this policy. These rights are subject to their legal conditions. Requests are normally free and answered within one month; we will explain any lawful extension. We may need to confirm your identity before acting.

Contact us by email, telephone or post to complain about how we handle your information. No special form is required. We acknowledge data protection complaints within 30 days, investigate and explain the outcome without undue delay, and keep you informed of progress.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, at ico.org.uk/make-a-complaint or on 0303 123 1113.

We will update this policy if the way we handle personal information changes, for example if we start using a new service provider. The date at the top of the page shows when it was last revised.

For anything to do with your personal information, contact WestonWoods:

• Email: hello@westonwoods.co.uk
• Telephone: 07359 744074 (Monday to Friday, 9am to 5pm)
• Post: Fairways House, Mountpleasant Road, Southampton, SO14 0QB