ProCleanerUK

Privacy Policy

ProCleanerUK Privacy Policy

Introduction

ProCleanerUK Limited (“we”, “us”, “our”) is committed to protecting your privacy and ensuring full compliance with the UK General Data Protection Regulation (UK GDPR) and the EU GDPR. This Privacy Policy explains how we collect, use, and share your personal information when you use our services, website (www.procleaneruk.co.uk, and future international domains), phone systems, and mobile app. By using our services, you agree to the collection and use of information in accordance with this Privacy Policy. This policy applies to all users globally.

ProCleanerUK Limited is registered with the Information Commissioner’s Office (ICO) as a data controller, registration number ZB911327.

To make this policy as clear as possible, we have separated the information we collect into specific sections based on how you use our platform.

Information We Collect from Website Visitors and Enquirers

When you contact us, book a demo, chat with our website assistant or call us, we collect the details needed to respond to you.

  • Enquiries and Demo Bookings: We collect the details you provide (such as your name, email address, phone number, company name, number of staff and preferred contact times) when you fill in a form, book a demo or email us.
  • Website Chat Assistant: Messages you type into our website chat assistant are processed by Google Generative AI (Gemini) to generate replies. If you ask for support or to speak to a person, the assistant will collect your name, email address, phone number and message so our team can get back to you.
  • Voice and Audio Data: If you contact us via our automated telephone systems, we collect audio recordings of your calls and generate text transcripts to facilitate automated customer service.

How We Use This Data: We use this information to respond to your enquiry, arrange and deliver demos, provide support and tell you about our software where you have asked us to. We do not sell your personal details or pass them to other businesses.

Information We Collect from Cleaning Businesses (Subscribers & Staff)

When you sign up to use our cleaning management software, we collect data necessary to operate your account and provide our services.

  • Account & Billing Information: We collect personal and business information such as your name, company name, company registration number, email address, phone number, physical address, and payment details.
  • Mobile App Data: Our mobile app collects data vital for service delivery. This includes location data (using Google Maps and GPS technologies) to track clock-in/out times and route planning, photos (such as before and after job photos uploaded by cleaners), and messages exchanged through the app.

How We Use This Data: We use this data to provide our core software features, process transactions, facilitate intelligent scheduling, provide automated communications to your clients, and ensure elite quality control and staff accountability.

Information Collected Automatically (Applies to All Users)

Whether you are a customer or a cleaning business, we automatically collect certain data when you interact with our website or app.

  • Usage Data: We collect information including your Internet Protocol (IP) address, browser type, pages visited, time and date of your visit, and unique device identifiers.
  • Cookies and Tracking: We use cookies and similar tracking technologies (like beacons and tags) to track activity and store certain information. You can control the use of cookies at the individual browser level.

How We Use This Data: We use this data to monitor website performance, troubleshoot technical issues, understand user behaviour, and deliver relevant advertising based on your interests.

Third-Party Services & Data Sharing

We use trusted third-party service providers to facilitate our platform. These providers process your data securely under strict data processing agreements.

  • Cloud Hosting & Storage: Amazon Web Services (AWS) and Google Cloud Storage securely host our platform, databases, and media files.
  • Payment Processors: Stripe and GoCardless process financial transactions securely. We do not store or collect your payment card details on our servers.
  • Accounting Software: We integrate with Xero, Sage, and QuickBooks to synchronise transaction records and customer contact details for automated invoicing.
  • Telephony & AI Partners: Twilio, ClickSend, Vapi, and Google Generative AI (Gemini) operate our automated phone, SMS, and natural language processing systems.
  • Analytics & Advertising: We use Google Analytics and Facebook Analytics to track usage. We also use Google Ads and Facebook Ads to promote our services.

Facebook and Instagram Connection

Cleaning businesses can choose to connect their own Facebook Page and Instagram business account to ProCleanerUK so they can publish videos and posts created in ProCleanerUK directly to them. When a business connects, we receive the name and ID of the Pages and Instagram accounts they manage, and an access token that allows ProCleanerUK to publish on their behalf. We only use this to show the business which accounts they can post to and to publish content when they choose to post it. We do not access or store followers’ data, messages or comments, and we do not use this data for advertising or share it with anyone else. Access tokens are stored encrypted.

A business can disconnect at any time from Settings in ProCleanerUK, which deletes the stored tokens and account details straight away. They can also remove ProCleanerUK from their Facebook settings under Business Integrations. To ask us to delete any data received from Facebook or Instagram, email us at the address in the Contact Us section and we will delete it within 30 days.

Data Security & International Transfers

We use appropriate technical and organisational security measures, including encryption and secure server hosting, to protect your personal information from unauthorised access or disclosure.

Your data may be transferred to and maintained on computers located outside of your governmental jurisdiction. If you are located outside the United Kingdom, please note that we transfer data to the United Kingdom and process it there. We ensure adequate controls are in place to keep your data highly secure during any transfer.

Retention of Your Personal Data

We only retain your data for as long as necessary:

  • Active Accounts: Retained while your account is active or as legally required for tax and audit purposes.
  • Deleted Accounts: If you delete your account from the Settings page in ProCleanerUK, your data is permanently deleted from our live systems immediately. Backup copies are overwritten every 10 days, after which no copy of your data remains.
  • Failed Payments: If your subscription lapses due to continuous failed payments, your data will be deleted 30 days after the first failed attempt.
  • Call Transcripts & Recordings: Automatically and permanently deleted from our systems and our processors’ systems after 30 days.

Your Data Protection Rights (UK GDPR)

Depending on your location, you possess stringent rights regarding your personal data:

  • Right to Access: Request copies of your personal data.
  • Right to Rectification: Request correction of inaccurate or incomplete data.
  • Right to Erasure: Request the deletion of your personal data (the “Right to be Forgotten”).
  • Right to Restrict Processing: Request we limit the processing of your data.
  • Right to Object: Object to our processing of your personal data.
  • Right to Data Portability: Request the transfer of your data to another organisation or yourself.
  • Right to Withdraw Consent: Withdraw your consent at any time where we rely on it to process your data.

To exercise any of these rights, please contact us at [email protected]. We will respond within a reasonable timeframe and in accordance with applicable laws.

Legal Disclosures

We may disclose your personal data in the good faith belief that it is necessary to comply with a legal obligation, protect the rights or property of ProCleanerUK Limited, prevent investigated wrongdoing, protect the personal safety of users, or in connection with a business merger or sale of assets.

Children’s Privacy

Our services do not address anyone under the age of 18. We do not knowingly collect personally identifiable information from anyone under 18. If we become aware that we have collected such data without parental consent verification, we will immediately remove it from our servers.

Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us: