Privacy Policy

1. Who we are

NEATFIELD FACILITIES LTD, trading as NEATFIELD, is the controller of the personal information described in this policy. That means we decide why and how it is used.

• Registered company name: NEATFIELD FACILITIES LTD
• Company number: 17361616
• Registered office: 66 Paul Street, London, England, EC2A 4NA
• Email: info@neatfieldcleaning.help
• Telephone: +44 7828 789 641
• Website: https://neatfieldcleaning.help/

We handle personal information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

We have not appointed a Data Protection Officer. We are not required to do so, and we would rather tell you that plainly than imply a role that does not exist. Privacy matters are handled by the company directly at the contact details above.

2. Scope of this policy

This policy covers personal information we handle in connection with:

• your use of this website;
• enquiries you make to us by the enquiry form, email or telephone;
• the preparation and issue of quotations;
• the provision of cleaning services where you proceed;
• correspondence with us about any of the above.

This is a static website with no user accounts, no login, no online payment and no online booking. We do not build profiles of visitors, we do not use advertising cookies or marketing trackers, and we do not use third-party analytics services.

3. Information we collect

3.1 Enquiry and quotation information

When you make an enquiry, you provide information so that we can respond and prepare a quotation. Depending on how you contact us, this may include:

• your name;
• your company or organisation name, where applicable;
• your email address;
• your telephone number;
• the location or postcode of the property;
• the type of property and its approximate size;
• the service you are enquiring about;
• your preferred date or frequency;
• anything else you choose to tell us in your message.

3.2 Property and service information

To quote for and carry out work, we hold information about the premises. This is primarily information about a property rather than about a person, but it may be associated with you. It may include the layout and areas to be cleaned, surfaces and finishes, condition, occupancy patterns, access and security arrangements, agreed working hours, site rules, and any hazards or special requirements you have told us about.

Where you send us photographs of the premises to help us quote, we hold those too.

3.3 Correspondence

We keep records of correspondence with you — emails, enquiry form messages, notes of telephone calls, and messages about scheduling, changes to scope, cancellations or quality concerns.

3.4 Contract and payment records

If you proceed with work, we hold records relating to the agreement and its performance: the accepted quotation and agreed scope, attendance and scheduling records, records of work carried out and any exceptions reported, invoices and payment records, and billing contact and address details.

Payment card details are not collected or stored through this website. This website does not offer online payment.

3.5 Technical and hosting information

Like most websites, the servers that host this website may automatically record basic technical information when a page is requested, such as the IP address of the requesting device, the date and time of the request, the page requested, and basic browser and device information.

This is generated by the hosting infrastructure for the purposes of delivering the website, maintaining its security and diagnosing faults. We do not use it to identify individual visitors and we do not combine it with other information to build a profile of you.

3.6 Information we do not collect

We do not ask for, and you should not send us, special category information — such as information about health, racial or ethnic origin, religious beliefs, or similar — through the enquiry form. It is not relevant to a cleaning enquiry.

4. How we collect it

We collect personal information:

• Directly from you — when you complete the enquiry form, email us, call us, correspond with us, or provide information during a property visit or while work is being carried out.
• From a person acting for you — for example a managing agent, landlord, contractor, colleague or site contact who makes an enquiry or provides property details on your behalf.
• Automatically — the basic technical information described at 3.5, generated by the hosting infrastructure when pages are requested.

A note about the enquiry form. This is a static website with no server-side form handler. When you submit the enquiry form, the information you entered is assembled into a message and opened in your own email application. Nothing is transmitted to us until you choose to send that message from your email application. We receive it as an ordinary email. The form itself does not store your information anywhere, and does not send it anywhere on its own.

5. Why we use it, and our lawful bases

We use personal information for the purposes below. For each purpose we identify the lawful basis we rely on under the UK GDPR.

Where we rely on legitimate interests, we have considered whether those interests are outweighed by your interests, rights and freedoms. The interests we rely on are ordinary commercial ones: responding to enquiries, delivering services we have been asked to deliver, keeping accurate records, and protecting our personnel and our business. You have the right to object to processing based on legitimate interests — see section 14.

6. We do not sell your information

We do not sell, rent, trade or otherwise make personal information available to third parties for their own marketing or commercial purposes. We do not share it with data brokers, advertising networks or list providers.

7. Marketing

This website does not have a newsletter, a mailing list or a marketing sign-up, and we do not collect consent for marketing through it.

If you make an enquiry, we will use your contact details to respond to that enquiry and to deal with any resulting work. If we ever wish to contact you for marketing purposes in the future, we will do so only where we are entitled to, and any such message will include a straightforward way to stop receiving them. You can tell us at any time that you do not wish to be contacted other than about a live enquiry or a current arrangement.

8. Who we share information with

We share personal information only where it is necessary, and only with:

• Our personnel — those who need it to prepare a quotation, arrange access or carry out the agreed work.
• Service providers acting on our instructions — for example providers of website hosting, email and communications services, IT support, and document or accounting software. These providers act as processors on our behalf and may use the information only for the purposes we specify.
• Professional advisers — such as accountants, insurers or legal advisers, where necessary in connection with our business or a particular matter.
• Public authorities and regulators — where we are required to disclose information by law, or where disclosure is necessary to establish, exercise or defend legal claims.
• A purchaser or successor — if our business or part of it is sold or reorganised, information may transfer as part of that transaction, subject to appropriate protections.
• Others, at your request or with your agreement — for example where a managing agent, landlord, contractor or colleague is involved in arranging or receiving the work.

Where we engage a processor, we put in place a written contract requiring appropriate security measures and restricting how the information may be used.

9. International transfers

We are a UK company delivering services at premises in the United Kingdom, and personal information is primarily handled in the UK.

Some of the service providers we use — for example for email, communications or hosting — may process information outside the UK. Where that happens, we take reasonable steps to ensure appropriate safeguards are in place, such as reliance on UK adequacy regulations for the destination country, or contractual protections including the International Data Transfer Agreement or the UK Addendum to the European Commission's standard contractual clauses.

If you would like more information about the safeguards applying to a particular transfer, please contact us using the details in section 19.

10. How long we keep information

We keep personal information only for as long as we need it for the purposes it was collected for, and to meet our legal and accounting obligations. We do not have a single retention period for everything, because different records need to be kept for different lengths of time.

The criteria we apply are:

• Enquiries that do not proceed — kept for a limited period so we can deal with any follow-up and understand what we have previously quoted, then deleted. Where an enquiry is clearly not going anywhere, we delete it sooner.
• Quotations issued — kept while they remain relevant, and for a reasonable period afterwards in case the enquiry is revived or a question arises about what was offered.
• Contract, service and correspondence records — kept for the duration of the arrangement and then for a period appropriate to the time limits within which a legal claim could be brought.
• Accounting and tax records — kept for the period required by law.
• Health and safety information about premises — kept while it remains relevant to work we carry out and for an appropriate period afterwards.
• Technical and hosting logs — kept for a short period for security and fault diagnosis, then overwritten or deleted in the ordinary course.

When information is no longer needed, we delete it or otherwise dispose of it securely.

11. How we protect information

We take appropriate technical and organisational measures to protect personal information against unauthorised or unlawful processing, and against accidental loss, destruction or damage. These include restricting access to those who need it, using reputable service providers with their own security measures, using access controls on the accounts and devices we use, and encrypting information in transit where our providers support it.

No transmission of information over the internet can be guaranteed completely secure. If you need to send us something particularly sensitive, please contact us first by telephone to agree a suitable method.

If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office and, where required, you.

12. Information about other people

If you give us personal information about somebody else — a colleague, a site contact, a tenant, a landlord or a contractor — you confirm that you are entitled to provide it to us for the purposes of the enquiry or the work.

Please make sure that person is aware that their details have been passed to us and that they can read this policy. We will handle their information in the same way as described here.

13. Children

Our services are directed at businesses, property professionals and adults responsible for premises. This website is not directed at children, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

14. Your rights

Under UK data protection law you have the following rights in relation to your personal information. Some apply only in particular circumstances.

• Right of access — to be told whether we hold personal information about you and to receive a copy of it, together with information about how we use it.
• Right to rectification — to have inaccurate information corrected and incomplete information completed.
• Right to erasure — to ask us to delete personal information in certain circumstances, for example where it is no longer necessary for the purpose it was collected for. This right does not apply where we are required to keep the information by law, or where we need it to establish, exercise or defend legal claims.
• Right to restrict processing — to ask us to limit how we use your information in certain circumstances, for example while we check the accuracy of information you have disputed.
• Right to object — to object to processing carried out on the basis of our legitimate interests. Where you object, we will stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or we need the information for legal claims. You may also object at any time to processing for direct marketing purposes.
• Right to data portability — where processing is based on consent or on a contract with you and is carried out by automated means, to receive certain information in a structured, commonly used, machine-readable format, or to ask us to transmit it to another controller where technically feasible.
• Rights relating to automated decision-making — we do not carry out automated decision-making that produces legal or similarly significant effects, and we do not carry out profiling.
• Right to withdraw consent — where we rely on consent for any processing, you may withdraw it at any time. This does not affect the lawfulness of processing carried out before withdrawal.

Exercising these rights is free of charge in most cases, and we will respond within one month. If your request is complex or you have made several requests, we may extend that period by up to two further months and will tell you if so.

15. How to exercise your rights

Please contact us by email at info@neatfieldcleaning.help, or by telephone on +44 7828 789 641, marking your request for the attention of the company regarding data protection.

It helps if you tell us which right you wish to exercise and give us enough information to identify the records concerned — for example the property address, the approximate date of the enquiry, and the email address or telephone number you used.

We may need to verify your identity before acting on a request, to make sure we do not disclose information to the wrong person.

16. Raising a concern and the ICO

If you are concerned about how we have handled your personal information, please tell us first. We would rather hear about it directly and have the chance to put it right. Contact us using the details in section 19 and we will look into it and respond.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at any time:

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Raising a concern with us first does not affect your right to complain to the ICO.

17. Cookies and browser storage

This website does not set any cookies. It does not use advertising cookies, marketing trackers or third-party analytics.

It uses a single item of strictly necessary browser storage, held in your browser's session storage, to remember that the brief branded introduction animation has already been shown during your current browsing session. It contains no personal information and is cleared automatically when you close the tab.

Full details, including the exact name, purpose and duration of that item, are in our Cookie Policy.

18. Changes to this policy

We may update this policy from time to time — for example if we change how we handle enquiries, if we begin using a new service provider, or to reflect changes in law or guidance.

The version in force is the one published on this page, and the date at the top shows when it was last updated. Where a change is significant, we will take reasonable steps to bring it to the attention of people we are in contact with.

19. How to contact us

For any question about this policy or about how we handle personal information:

• Email: info@neatfieldcleaning.help
• Telephone: +44 7828 789 641
• Post: NEATFIELD FACILITIES LTD, 66 Paul Street, London, England, EC2A 4NA

Our registered office is the statutory address recorded at Companies House. It is not a walk-in location or customer service centre, but written correspondence sent there will reach us.