Privacy Policy

1. Who We Are

Richard's Washroom Services provides professional washroom hygiene, commercial cleaning and related support services to businesses across Newcastle upon Tyne and the wider North East.

For the purposes of applicable UK data protection law, Richard's Washroom Services is responsible for the personal information described in this Privacy Policy.

2. Information We Collect

We may collect personal information when you contact us, request a quotation, submit an enquiry or communicate with Richard's Washroom Services.

This may include:

• Your name
• Your company or organisation name
• Your telephone number
• Your email address
• The service you are interested in
• The type of premises you operate
• Information about your washroom, hygiene or cleaning requirements
• Any other information you choose to provide in your enquiry

Our website and hosting systems may also process limited technical information required to operate and secure the website, such as IP address, browser information, device information, requested pages and access times.

3. How We Use Your Information

We may use your personal information to:

• Respond to enquiries and requests for quotations
• Discuss the services you have asked us about
• Understand your washroom, hygiene or commercial cleaning requirements
• Prepare quotations and service proposals
• Arrange and manage services
• Communicate with customers and prospective customers
• Maintain appropriate business and customer records
• Operate, maintain and secure our website
• Improve our services and customer experience
• Meet legal, regulatory, accounting and record-keeping obligations

We will not use personal information for purposes that are incompatible with the reason it was originally collected unless there is an appropriate lawful basis for doing so.

4. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis whenever we process personal information. The basis used will depend on the circumstances.

Contract and pre-contractual steps

We may process your information where this is necessary to provide a quotation, respond to a request for services, enter into an agreement with you or provide services you have requested.

Legitimate interests

We may process information where it is reasonably necessary for the operation of our business, including responding to enquiries, communicating with customers, maintaining our website and systems, managing customer relationships and improving our services.

Legal obligations

We may process or retain information where necessary to comply with legal, regulatory, tax, accounting or other obligations that apply to our business.

Consent

Where we rely on your consent for a particular activity, you may withdraw that consent at any time. Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

5. Contact Forms and Enquiries

When you submit a contact form or request a quotation through our website, the information you provide will be used to understand your requirements and respond to your enquiry.

We ask that you only provide information that is relevant to your enquiry.

6. Sharing Your Personal Information

Richard's Washroom Services does not sell your personal information.

Where necessary to operate our business or website, information may be processed by trusted service providers acting on our behalf. These may include providers of:

• Website hosting and website management services
• Contact form and enquiry systems
• Customer relationship management systems
• Email and communications services
• IT and technical support
• Accounting, legal or other professional services

We only disclose information where it is reasonably necessary for the relevant purpose and expect organisations processing personal information on our behalf to protect it appropriately.

We may also disclose information where required by law, regulation, court order or another lawful authority.

7. International Data Transfers

Some technology or service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps required by applicable data protection law to ensure that the information receives an appropriate level of protection.

8. How Long We Keep Your Information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected.

The appropriate retention period may depend on:

• The nature of your enquiry
• Whether you become a customer
• The services provided
• Contractual requirements
• Accounting and record-keeping requirements
• Legal and regulatory obligations
• The need to resolve disputes or establish legal rights

When information is no longer required, we will take reasonable steps to delete, anonymise or securely dispose of it.

9. Cookies and Website Technologies

Our website may use cookies and similar technologies that are necessary for the website to operate correctly, maintain security and provide requested functionality.

If optional analytics, advertising or similar tracking technologies are introduced, they will be managed in accordance with applicable consent requirements and this Privacy Policy will be reviewed where necessary.

You can also control or delete cookies through your browser settings. Blocking some cookies may affect how certain parts of the website function.

10. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

However, no internet transmission, website or electronic storage system can be guaranteed to be completely secure.

11. Your Data Protection Rights

Depending on the circumstances and the lawful basis being used, UK data protection law may give you rights relating to your personal information.

These may include the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your information in certain circumstances
• Request restriction of certain processing
• Object to certain uses of your personal information
• Request transfer of certain information where applicable
• Withdraw consent where processing is based on consent

If you wish to exercise a data protection right, please contact us using the details provided in this Privacy Policy. We may need to verify your identity before responding to a request.

12. Complaints

If you have concerns about how Richard's Washroom Services handles your personal information, please contact us first so that we have an opportunity to address your concerns.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Further information about your rights and making a complaint is available from the Information Commissioner's Office .

13. Third-Party Websites

Our website may contain links to websites or online services operated by other organisations.

Richard's Washroom Services is not responsible for the privacy practices, security or content of third-party websites. We recommend reviewing the privacy information provided by any external website you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, business operations, technology or legal requirements.

The latest version will be published on this page and the "Last updated" date will be changed accordingly.

15. Contact Us

If you have a question about this Privacy Policy, your personal information or how Richard's Washroom Services handles your data, please contact us.