Privacy Policy
We collect business contact details and site information through the quote form, phone calls and site visits. The lawful basis for responding to a business enquiry is legitimate interest under UK GDPR. Enquiry records are kept for two years, contract records for seven. You can ask for a copy or deletion at any time, and complain to the ICO.
Who this applies to
This policy covers personal data handled by Irwell Commercial Cleaning Ltd as data controller, for enquiries, quotes, site visits and cleaning contracts in Greater Manchester. Most of the information we hold is business contact information about people acting in a work role: an office manager, a facilities manager, a managing agent or a practice manager. It is still personal data and it is still covered.
What we collect and where it comes from
From the quote form on this website. Your name, your organisation, your work email address, your work telephone number, the site address, and whatever you write in the message box about the building, the frequency you need and access arrangements. The form also records a timestamp and runs a hidden field check, both used only to filter automated spam submissions.
From telephone calls and email. The same categories, given by you during the conversation, plus notes of what was discussed.
From a site visit. Measurements, floor finishes, washroom counts, access arrangements and the name and contact details of the person who showed us round or who will be the site contact. We do not photograph people. Where we take photographs of a space for the specification, we ask first.
From the website itself. Standard server request data, including IP address, held by our hosting provider for security and reliability.
Why we use it, and the lawful basis
| Purpose | Lawful basis under UK GDPR |
|---|---|
| Replying to a quote enquiry and booking a site visit | Legitimate interest: responding to a business enquiry you sent us |
| Writing a specification and issuing a quote | Legitimate interest, then contract where you appoint us |
| Running a cleaning contract, including mobilisation and audits | Performance of a contract |
| Invoicing, accounts and statutory record keeping | Legal obligation |
| Keeping the site secure and available | Legitimate interest |
Where we rely on legitimate interest to respond to an enquiry, the balance is straightforward: you asked us for a quote, you gave us work contact details for that purpose, and the processing is what you would expect. You can object at any time and we will stop.
We do not use your details for marketing to people who have not asked for it, and we do not sell or rent data to anybody.
Who sees it
Access inside the business is limited to the people who need it: whoever answers the enquiry, the person carrying out the site visit and, if you appoint us, your account manager.
Outside the business, the only regular recipients are service providers acting on our instructions: the website host, the email provider, the customer relationship management system where enquiries are recorded, and our accountant for invoiced work. Each is bound by a written agreement to process data only for the purpose we set. We do not pass your data to any other cleaning company, broker or lead generation service.
If a legal obligation requires disclosure, for example to HMRC or in response to a court order, we comply and tell you where we are allowed to.
How long we keep it
Enquiries that do not become contracts: two years from the last contact, then deleted. That period exists because commercial cleaning buying cycles follow contract renewals and a building often comes back to the market eighteen months later.
Contract records, specifications, audits and correspondence: seven years from the end of the contract, in line with the retention period for business and tax records.
Invoices and accounting records: seven years, as required by HMRC.
Server logs held by the host: short retention set by that provider, typically a matter of weeks.
Cookies and analytics
The site runs no advertising cookies, no tracking pixels and no third party profiling scripts. If privacy respecting analytics are added, they will collect aggregate page view data without cookies and without identifying individual visitors, and this section will be updated to name the provider before it goes live.
Your browser may store a small amount of data for basic site function. Nothing on this site requires you to accept a cookie banner to read it.
Your rights
Under UK GDPR you can ask us to confirm what we hold about you and give you a copy, correct anything wrong, delete data we no longer need, restrict how we use it, or object to processing based on legitimate interest. Where you gave us data for a contract, you can ask for it in a portable format.
Write to us using the contact details on this site and say what you want. We reply within one month. There is no charge. We may ask a question to confirm who you are before releasing anything.
Complaints
If you are unhappy with how we have handled your data, tell us first so we can put it right. You also have the right to complain directly to the Information Commissioner’s Office, the UK supervisory authority for data protection, at ico.org.uk, by telephone on their helpline or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Changes
This policy is reviewed when our systems or suppliers change. The version on this page is the current one. Last reviewed September 2026.