Who operates this website
This website is operated by EARTHFRESH FACILITIES LTD, a private limited company registered in England and Wales under company number 17372483. The registered office is 68 Barker Street, Oldbury, England, B68 9UQ. The registered office is a correspondence address only and is not a public office or walk-in premises.
For any question about this policy or about personal data held by the company, contact [email protected].
EARTHFRESH FACILITIES LTD is the data controller for personal data submitted through this website.
What data may be collected
Personal data is only collected when you choose to send it. The company does not buy contact lists, and it does not build profiles of website visitors.
Cleaning enquiry form
When you submit the cleaning enquiry form, the following may be collected:
- your name and email address, which are required in order to reply;
- your telephone number and company or organisation name, if you choose to provide them;
- the buyer type you select, such as landlord, property manager or office contact;
- cleaning enquiry information submitted voluntarily, including the building or property type, the cleaning areas required and the cleaning frequency;
- building or site details submitted voluntarily, including the site or property location and any site condition notes;
- access and timing notes submitted voluntarily, including preferred timing and access arrangements;
- whether the requirement is one-off or ongoing;
- the free-text message you write; and
- the fact that you ticked the consent box.
Please do not include information you would not want held in an email inbox. In particular, there is no need to send special category data, tenant personal details, security codes or key-holding arrangements at enquiry stage.
Email correspondence
If you email the company directly, your email address and the contents of your message are processed in order to respond and to keep a record of the correspondence.
Analytics and cookies
This website is a static site and does not set analytics or marketing cookies as published. If analytics is added in future, this policy and the Cookie Policy will be updated first, and a cookie banner will be presented so that non-essential cookies are only set with consent. Further detail is set out in the Cookie Policy.
Server logs
Like most websites, the hosting provider may record standard technical information such as IP address, browser type, requested page and timestamp for security and reliability purposes. This is processed by the hosting provider as part of delivering the website.
Lawful basis for processing
- Legitimate interests — responding to a business enquiry you have sent, and keeping reasonable records of that correspondence. The company's interest in replying to enquiries is balanced against your interest in not receiving unwanted contact, which is why enquiry details are not used for marketing.
- Consent — where you tick the consent box on the enquiry form. You can withdraw consent at any time by emailing [email protected].
- Steps prior to entering a contract — where an enquiry progresses towards a possible cleaning arrangement.
- Legal obligation — where data must be retained to meet accounting, tax or other legal requirements.
How data is used
- to read, review and reply to your cleaning enquiry;
- to discuss building type, cleaning areas, frequency, access, timing and site condition;
- to consider whether a requirement is suitable for general cleaning of buildings;
- to keep a record of the enquiry and any resulting correspondence; and
- to meet legal or regulatory obligations where they apply.
Enquiry details are not used for marketing lists, are not sold, and are not shared for advertising purposes. No automated decision-making or profiling is carried out.
Sharing your data
Personal data is not sold or rented. It may be shared only in limited circumstances:
- with service providers who process data on the company's behalf, such as the website host, the form delivery provider and the email provider, each acting under contract and only on instructions;
- with professional advisers, such as accountants or legal advisers, where necessary and confidential; and
- where required by law, by a court, or by a regulator.
Where a provider processes data outside the UK, appropriate safeguards such as UK International Data Transfer Agreements or adequacy regulations are relied upon.
How long data is kept
- Enquiries that do not proceed — normally kept for up to 12 months from the last contact, then deleted.
- Enquiries that lead to a cleaning arrangement — kept for the duration of the arrangement and for up to 6 years afterwards, in line with normal commercial and accounting record-keeping.
- General email correspondence — kept only for as long as it remains relevant, and then deleted.
You can ask for your details to be deleted sooner, and that request will be honoured where possible.
Data security
Reasonable technical and organisational measures are used to protect personal data, including encrypted connections to this website and access controls on the email account used for enquiries. No method of transmission or storage is completely secure, and no absolute guarantee of security is given. No security certification or accreditation is claimed.
Your rights under UK GDPR
Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the right to:
- be informed about how your data is used;
- request access to the personal data held about you;
- request rectification of inaccurate or incomplete data;
- request erasure of your data in certain circumstances;
- request restriction of processing in certain circumstances;
- object to processing carried out on the basis of legitimate interests;
- request data portability where processing is based on consent or contract; and
- withdraw consent at any time, where consent is the basis for processing.
To exercise any of these rights, email [email protected]. A response will be provided within one month, as required by law.
Complaints
If you are unhappy with how your personal data has been handled, please raise it directly first. You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk.
Children
This website and its services are intended for businesses, landlords and property contacts. It is not directed at children, and personal data is not knowingly collected from children.
Links to other websites
This website may link to external websites. Those websites are not operated by EARTHFRESH FACILITIES LTD, and this policy does not apply to them. Please review the privacy policy of any website you visit.
Changes to this policy
This policy may be updated from time to time to reflect changes to the website or to legal requirements. The date at the top of this page shows when it was last updated. This policy describes the company's own practices and does not claim any external compliance certification or audit.
Contact
EARTHFRESH FACILITIES LTD
Company number 17372483
Registered office: 68 Barker Street, Oldbury, England, B68 9UQ
Email: [email protected]