Privacy Policy

Who we are

FitzPro Cleaning Limited is responsible for the personal information described in this notice. Our company number is 17531274. Contact us at office@fitzprocleaning.co.uk about this notice or your information.

Registered office and postal contact: 37 Cyprus Road, Portsmouth, England, PO2 7QA

Information we collect

When you enquire or work with us, we may receive your name, job title, organisation, email address, telephone number, property address and postcode, correspondence, cleaning requirements, quotation details and billing information. We only ask for information relevant to your enquiry or service.

For an agreed cleaning service, records may also include authorised site contacts, access instructions, service schedules, inspection findings, complaints and limited photographs of work where needed to record the condition or result. Please avoid sending photographs containing people, private papers, screens or other unnecessary personal information.

We usually receive information directly from you. We may also receive relevant contact or property details from your employer, managing agent, letting agent or another authorised representative arranging cleaning. Where required, we provide privacy information to people whose details we receive indirectly.

Website infrastructure may process technical information such as IP addresses, browser details, pages requested, timestamps and security events. Our Cookie Policy explains the technologies this website uses. Enquiries are made by email: enquiry buttons open your own email application, and your message reaches office@fitzprocleaning.co.uk through your own email provider. There is no online enquiry form, payment checkout or customer account area. If we introduce an online form, we will update this notice first.

Why we use information

• Enquiries and quotations: to understand the requirements and communicate with you. For business representatives, our lawful basis is our legitimate interest in responding to enquiries and developing business relationships. Where you personally request a contract, we may rely on steps taken at your request before entering that contract.
• Delivering and administering services: to arrange access, schedules, cleaning and payment. We rely on performance of a contract where you are personally party to it; for representatives of a business client, we rely on our legitimate interest in managing that relationship.
• Accounts and legal records: to meet tax, accounting and other applicable legal obligations.
• Service quality, security and disputes: to review agreed work, investigate problems, safeguard information and establish or defend claims, relying on legitimate interests or an applicable legal obligation. We consider the impact on the people concerned.

Providing relevant contact and site information is necessary for us to assess or deliver the requested work. If it is not supplied, we may be unable to quote, arrange access or provide the service. You do not need to agree to marketing to request a quote.

Marketing and sensitive information

An enquiry is not permission to add you to a marketing list. We use enquiry details to respond to the enquiry and administer the relationship. We do not run an automated marketing programme through this website. We will update our information and apply the relevant marketing rules before introducing one.

Please do not send medical details, identity documents or other sensitive information through a routine enquiry. If an incident or adjustment request requires us to handle sensitive information, we will explain the purpose, identify the additional legal condition and restrict its use. This notice is not authority to collect such information indiscriminately.

Who may receive information

Access is limited to people who need information for their work. Relevant recipients can include authorised FitzPro personnel, approved service providers supporting email, hosting, IT and accounting, our accountant, insurers and professional advisers. Regulators or public authorities may receive information where legally required. Approved subcontractors receive only the site and contact information needed for authorised work.

We do not sell personal information. We require service providers acting on our instructions to protect it and use it only for the agreed purpose. We review access when someone changes role or leaves.

Our website is built and hosted using Lovable. Our domain is managed through Cloudflare and our business email uses Namecheap Private Email. These providers may process information necessary to operate, deliver and secure their services. Our website does not provide an online payment checkout or customer account area.

International processing

Our hosting, domain and email providers operate internationally. Information may be processed outside the UK, including in the European Economic Area and the United States. For restricted transfers, we require a lawful transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards, including the UK International Data Transfer Agreement or UK Addendum where applicable. Contact office@fitzprocleaning.co.uk to ask about the arrangements relevant to your information or to request information about safeguards. We do not promise that all information is stored in the UK.

How long we keep information

We use the retention periods below and retain only the parts of a record needed for the stated purpose. Relevant information may need to be kept longer for a legal obligation, unresolved dispute or claim.

• Unsuccessful enquiries and quotations: normally up to 12 months after the last substantive contact, unless there is a continuing enquiry or a justified dispute-related need.
• Active customer contact and service records: for the relationship and then normally up to six years after it ends where necessary for contract administration or claims. Remove obsolete access codes and unnecessary contact details sooner.
• Accounting records: normally six years from the end of the company financial year to which they relate, and longer where tax law requires.
• Routine work photographs: normally up to 90 days after completion or the relevant quality review, unless selected images are needed for an unresolved complaint, claim or agreed contractual record.
• Access codes and operational key instructions: remove or return promptly when access is no longer authorised, while retaining a minimal key handover record where needed.
• Complaints: review at closure; keep a proportionate record for up to six years where necessary for contractual or legal reasons, and remove unnecessary attachments sooner.

Technical logs and backup copies are retained according to the time needed for service operation, security, fault investigation and recovery, taking account of the relevant provider settings and legal obligations. We do not operate a separate customer analytics database through this website. We may preserve relevant information longer for a legal hold or an unresolved claim. We review retention and securely delete or anonymise records that are no longer needed.

Security and your rights

We will use proportionate safeguards, including restricted access, device protection, secure account settings and sensible handling of site information. No internet service can be guaranteed completely secure. Please do not email alarm codes, payment-card details or sensitive personal documents unless we have agreed a suitable method.

Depending on the circumstances, you can ask for access to your information, correction, deletion, restriction or a portable copy. You can object to use based on legitimate interests and to direct marketing. Where consent is used, you can withdraw it without affecting earlier lawful use. Some rights have legal exceptions.

Contact office@fitzprocleaning.co.uk to exercise a right. We may need proportionate information to confirm your identity. We normally respond to rights requests within one month, subject to lawful extensions or other applicable rules, and will explain any relevant delay. We do not use your enquiry information for solely automated decisions with legal or similarly significant effects.

Complaints and updates

If you are concerned about how we use your information, contact office@fitzprocleaning.co.uk. You do not have to use a particular form or phrase. We will acknowledge a data protection complaint within 30 days, investigate and respond without undue delay, keeping you informed where appropriate.

You also have the right to complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/. Our Complaints Policy explains the process. We will update this notice when our activities change and show the date of the latest version.