Privacy Notice

1. Who is responsible for your information?

Ace Gleam is a trading name.

For the purposes of this Privacy Notice, Maria Antonio is responsible for personal information submitted through the Ace Gleam website.

You can contact us at:

Email: info@acegleam.co.uk

2. What information do we collect?

When you use our estimator, submit an enquiry or contact us, we may collect:

• Your name.
• Your business or organisation name, where applicable.
• Your email address.
• Your telephone number.
• The property address or postcode.
• The cleaning service you are interested in.
• Property size and cleaning requirements.
• Estimator information.
• Your preferred contact details or availability.
• Information included in messages you send us.
• Records of our communication with you.

Our website and service providers may also process limited technical information needed to operate and protect the website, such as an IP address, browser type, device information and security logs.

Please avoid including sensitive personal information in your enquiry unless it is necessary for us to understand your request.

3. Why do we use your information?

We use your information to:

• Respond to your enquiry.
• Understand the cleaning service you require.
• Provide an initial estimate or personalised quotation.
• Arrange a telephone call or site visit.
• Check whether the property is within our usual service area.
• Keep records of quotations and communications.
• Prevent misuse and maintain the security of our website and enquiry system.
• Meet any legal, tax or regulatory responsibilities that apply to us.
• Handle complaints, payment issues or legal disputes.

We will not use your enquiry details for unrelated marketing unless you have separately agreed to receive it.

4. Our lawful reasons for using your information

Depending on the circumstances, we rely on:

Steps before entering into a contract

This allows us to respond to your request, discuss your requirements and prepare an estimate or quotation.

Legitimate interests

This allows us to manage enquiries, maintain appropriate business records, protect our systems and improve our services. We use this basis only where our interests do not override your rights and interests.

Legal obligations

We may need to retain or use certain information to comply with tax, accounting or other legal requirements.

Consent

Where we specifically ask for your consent, you can withdraw it at any time.

5. Service-area postcode checks

We use Postcodes.io to help determine whether a property is within our usual service area.

When you enter a postcode, the postcode may be sent to Postcodes.io solely to complete that location check.

Your name, telephone number, email address and full enquiry are not sent to Postcodes.io as part of this check.

6. Estimate information

Any price information produced by our website estimator is a guide only.

The estimator does not make a legally significant automated decision about you. A final quotation may depend on the information you provide, a discussion with you and, where appropriate, a site visit.

7. Services that help us process enquiries

We use trusted service providers to operate our enquiry and communication systems. These may include:

• Jotform, which provides the website enquiry form.
• Make, which helps transfer and organise submitted enquiry information.
• Google Workspace, including Gmail, which we use to receive, store and respond to enquiries.
• Postcodes.io, which supports the service-area postcode check.
• Website hosting and security providers needed to operate and protect the website.

These providers process information only as required to supply their services and are responsible for meeting their own data-protection obligations.

We may also disclose information where required by law, to obtain professional advice or to establish, exercise or defend a legal claim.

We do not sell personal information.

8. International processing

Some of our service providers may process or store information outside the United Kingdom.

Where this happens, we take reasonable steps to ensure appropriate safeguards are used, such as UK adequacy regulations or approved contractual protections.

9. How long do we keep your information?

We use the following retention periods:

• Unsuccessful enquiries and quotations are retained for up to 12 months after our last contact.
• Active customer information is retained while the customer relationship continues.
• Relevant contracts, service records, complaints and important correspondence may be retained for up to six years after the final service or the end of the contract.
• Financial and accounting records are normally retained for six years from the end of the financial year to which they relate.

We may retain information for longer where it is necessary to meet a legal obligation or resolve a complaint, unpaid balance or legal dispute.

Information that is no longer required will be securely deleted or anonymised.

10. How do we protect your information?

We take reasonable technical and organisational measures to protect personal information from:

• Unauthorised access.
• Accidental loss.
• Misuse.
• Alteration.
• Inappropriate disclosure.

Access is limited to the people and service providers who need the information for the purposes explained in this notice.

No internet-based system can be guaranteed to be completely secure, but we will respond appropriately if we become aware of a security incident.

11. Cookies and similar technology

Our embedded enquiry form is provided by Jotform and may use cookies or similar technology needed to operate and protect the form.

We do not currently intend to use advertising cookies or use enquiry information for behavioural advertising.

If we introduce non-essential analytics or marketing cookies, we will update our information and request consent where required.

12. Your data-protection rights

Depending on the circumstances, you may have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete information we no longer need.
• Ask us to restrict how information is used.
• Object to certain uses of your information.
• Ask for information to be transferred where the right to data portability applies.
• Withdraw consent where we rely on consent.

Some rights are not absolute and may depend on why we hold the information.

To make a request, contact:

Email: info@acegleam.co.uk

We may need to confirm your identity before completing a request.

13. Complaints

Please contact us first if you have concerns about how we use your information. We will try to resolve the matter promptly.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Website: https://ico.org.uk/make-a-complaint/

14. Changes to this notice

We may update this Privacy Notice when our services, business structure or information-handling practices change.

The latest version will be published on this page with its updated date.

If Ace Gleam becomes a limited company, this notice will be updated with the relevant registered company information.