DigiCleen Privacy Notice

Information you provide

When you enquire or book, we may collect your name, contact details, service address, postcode, booking requirements, appointment preferences and relevant access instructions. We also keep necessary communications about quotations, changes and complaints.

At completion, records can include the checklist, signature, name of the person approving, approval time, reported issues and relevant service photographs where appropriate.

Do not provide medical details, identification documents or unrelated sensitive information through a general enquiry form. If an adjustment is needed, describe the practical requirement without sharing more information than necessary.

Payment information

Payment collection is handled by the payment provider shown at checkout. DigiCleen retains necessary customer and payment-method references, amounts, payment status, receipts and transaction records.

Full card numbers and security codes are not stored in DigiCleen’s WordPress booking database. Payment providers may process information for their own legal, fraud-prevention and service purposes under their privacy notices. Review the notice linked in the payment flow.

Why we use customer information

We use necessary information to answer enquiries, prepare quotes, organise cleaning, provide the agreed service and administer payments. The usual basis is taking steps at your request before a contract or performing the contract with you.

Necessary accounting and other legally required records are processed to meet legal obligations.

We may rely on legitimate interests for proportionate service administration, security, fraud prevention, issue investigation and legal claims, after considering the effect on individuals. Where a customer is an organisation, this can include dealing with its staff contacts.

Optional promotional messages and optional website technologies use consent where required. You can withdraw consent without affecting the lawfulness of earlier use.

Cleaner applications and documents

An initial application can include contact details, work area, availability, experience and preliminary screening answers.

Only shortlisted applicants are invited to provide required compliance documents through the approved private process. We do not request passports or certificates through the public application form.

Application assessment may involve steps towards an engagement, legitimate recruitment interests or legal obligations, depending on the role and information. Special-category and criminal-offence information requires additional legal conditions and safeguards; it is not covered merely by ordinary application consent.

Applicant processing details to complete before document collection: [ROLE TYPES; EXACT DOCUMENTS; APPLICABLE LAWFUL BASES AND ADDITIONAL CONDITIONS; ACCESS AND RETENTION RULES].

Successful applicants receive any additional workforce privacy information needed for their role.

Who receives information?

Access is limited to those who need information for the relevant purpose. This can include authorised administration staff and the cleaner or team assigned to the booking.

Service-provider categories may include hosting, booking, transactional email, payment processing, secure document storage, IT support and professional advisers. Necessary information may be shared with insurers, authorities or others where legally required or justified.

Actual providers and roles: [CONFIRM PROVIDERS, INCLUDING STRIPE AND ANY PAYPAL INTEGRATION].

Developers and support providers must not use customer information for their own unrelated purposes. Applicant identity documents are not shared with customers as part of an ordinary booking.

Photographs and digital signatures

Service photographs should focus on relevant surfaces or reported issues and avoid unnecessary images of people, paperwork and personal possessions. Internal service evidence is separate from promotional photography.

Permission to publish property photographs, names, reviews or images for marketing is handled separately. Signing a cleaning checklist is not consent to marketing.

We retain signature records only for the purposes and period explained in the completed retention policy.

International processing

Some providers or authorised support personnel may process information outside the UK. Where this happens, we assess the relevant transfer rules and use required safeguards.

Complete before publication: [COUNTRIES OR TRANSFER CATEGORIES, APPLICABLE ADEQUACY ARRANGEMENTS OR OTHER SAFEGUARDS, AND HOW TO REQUEST DETAILS].

We do not claim that all information remains in the UK unless the actual setup supports that statement.

How long we keep information

Retention depends on the purpose, contractual requirements, legal record-keeping and any active dispute.

• Enquiries: [PERIOD OR SPECIFIC DELETION CRITERIA].
• Booking, checklist and signature records: [PERIOD OR CRITERIA].
• Accounting records: [APPLICABLE LEGAL PERIOD].
• Photographs and access instructions: [SEPARATE SHORTER PERIODS OR CRITERIA].
• Unsuccessful applications and compliance documents: [PERIODS OR CRITERIA].
• Successful applicants: [RELEVANT WORKFORCE NOTICE].

Where a dispute or legal obligation requires longer retention, we restrict use to the necessary purpose. Data no longer needed is deleted or anonymised in line with the applicable schedule.

Your choices and rights

Depending on the circumstances, you can request access, correction, deletion, restriction or a portable copy of certain information. Some rights depend on the purpose and legal basis, and legal retention obligations can limit deletion.

You may object to processing based on legitimate interests and to direct marketing. Marketing objections are respected; other objections are considered under the applicable rules. Where consent is used, you can withdraw it.

Contact the privacy address above. We may need to verify identity proportionately before responding. You can complain to the Information Commissioner’s Office at ico.org.uk.

Cookies and automated decisions

Essential technologies support functions such as security and booking. Optional analytics or advertising technologies, if introduced, require accurate disclosure and appropriate controls.

Before publication: [IDENTIFY ACTUAL COOKIES, PROVIDERS, PURPOSES, DURATIONS AND CONSENT SETTINGS; LINK THE COOKIE SETTINGS].

Confirm before publication: [WHETHER ANY SOLELY AUTOMATED DECISIONS WITH LEGAL OR SIMILARLY SIGNIFICANT EFFECTS OCCUR; ADD REQUIRED DETAILS IF THEY DO].

Questions and updates

We update this notice when the operation changes. Read Booking, Terms and Conditions and About Us for related information.