Sunshine Cleaning Derbyshire
Your privacy.
What we collect, why we use it, who helps us operate and how to exercise your rights.
Last updated 6 October 2026.
Who is responsible
Sunshine Cleaning is responsible for deciding how the personal information described here is used. Contact contact@sunshinecleaningderbyshire.co.uk about privacy or your information. Our contact details appear below.
The information we use
- Enquiries and quotes: your name, email or telephone, full property postcode, cleaning choices, room counts, optional extras, estimate, recognised enquiry source and notes about your request.
- Holiday-home and business enquiries: the property or business name, number of properties and guest rooms, area, frequency, linen arrangements, timing and requirements.
- Website chat: your contact details, messages, replies and conversation status. Do not send access codes, key locations, payment-card details, health information or other sensitive information here.
- Customers and administration: agreed work, schedules, correspondence, invoice references, payments you report, expenses and relevant business records held in our Google Workspace records. The website does not take payment or connect to your bank.
- Potential business contacts: relevant public business contact details, property information, the original public source and contact history used to consider suitable cleaning enquiries.
- Website security and optional analytics: the technical information described below and in our cookie policy.
We receive information from you, your authorised representative, our dealings with you and, for potential business contacts, public business websites and directories. Required form fields let us identify and respond to the request; without them we may not be able to prepare a useful quote. You can also contact us by email. We do not deliberately collect information from children, sell personal information or publish customer enquiries.
Why we use it and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Respond to an individual’s requested quote, arrange and deliver an agreed clean | Steps at your request before a contract, and performance of the contract. |
| Deal with business representatives, manage correspondence, consider relevant business enquiries and maintain reasonable service or dispute records | Legitimate interests in running the cleaning business, responding to enquiries and protecting legal rights, balanced against your rights and reasonable expectations. |
| Maintain required accounting/tax records and respond to legal requirements | Legal obligation where an applicable law requires the records or disclosure. |
| Operate, secure and prevent misuse of the website and private dashboard | Legitimate interests in a functioning and secure service. |
| Publish your chosen name, rating and review | Your publication consent, which you can withdraw by contacting us. Checking authenticity and handling concerns uses our legitimate interests in reliable feedback and customer support. |
| Optional website analytics | Your consent. Refusal or withdrawal does not prevent an enquiry. |
Reading or accepting this notice is not a separate permission requirement for a quote. Our forms do not subscribe you to marketing. We assess the appropriate permissions and electronic-marketing rules separately before promotional contact. You can object to direct marketing at any time, and we will stop it.
Who can receive the information
Authorised people managing Sunshine Cleaning can access business records. OpenAI Sites and its Cloudflare hosting/database infrastructure provide the website. Google Workspace provides business email and working records. We may share relevant records with professional accounting or legal advisers, or authorities when a legal requirement applies. We share only information needed for that purpose; optional website analytics is not sent to advertising networks.
The website chat is a team inbox, not an AI chatbot. The site does not use chat messages to produce automated cleaning decisions. Enquiry details are stored in the hosted database; they are not automatically emailed, published or copied into the finance Sheet by the form.
Customer reviews
If you leave a review, we store your chosen display name, private contact details, rating, review text, submission date and publication permission in the hosted database. We use your contact details to check the experience or respond to a concern; they are never displayed in a review. With your permission, your display name, rating, original review and date can appear publicly on this website, including the homepage review card. Submissions start private. We check authenticity, personal information and abuse regardless of rating before publication. No review is automatically posted to Google or another platform.
You can withdraw publication permission or ask for removal by emailing us. We remove the public display after handling your request and review whether any private record is still needed for a concern or dispute. We review unpublished reviews and their private contact details after 12 months. Published reviews remain while permission continues and they are relevant; we periodically review whether identifying details are still needed. The review card stores a tab-only dismissal preference, with no tracking identifier.
International processing
Our cloud services may process information outside the UK. The website has no UK-only data-residency setting. OpenAI’s Sites data processing terms cover hosted website information and provide standard contractual clauses with the UK Addendum for UK information processed by OpenAI OpCo, LLC. Business accounts may instead be covered by their organisation’s data processing agreement. Google Workspace’s applicable processing terms cover its services. You can contact us for information about the safeguards relevant to your records, including a copy where available. Provider information is available from OpenAI Sites and Google Workspace’s data processing terms.
How long we keep it
- We review inactive enquiries, chat conversations and potential business contacts after 12 months. We delete or anonymise records no longer needed; an active customer relationship, unresolved request, dispute or legal requirement can justify longer retention. This is a review rule, not an automatic deletion timer.
- Active customer and agreed-service records are kept for the work and for relevant accounting, legal and dispute needs. Required tax records follow the statutory period that applies to the business and tax year; records subject to an investigation or legal hold may be kept longer.
- Detailed optional analytics events are kept for 90 days. Older events are removed when analytics collection or reporting next runs. The preference lasts 180 days, the random visitor identifier up to 90 days and session storage lasts for the tab’s lifetime. The next activity after 30 minutes of inactivity creates a new session identifier.
- Temporary anti-spam counters expire after 48 hours and are removed on a later request. Owner sign-in sessions last up to eight hours; the chat return cookie lasts up to 30 days. Cookie expiry does not delete the underlying enquiry or messages.
We review whether identifying detail is still needed rather than keeping every enquiry forever. Provider backup and security records follow the relevant service’s operating arrangements. Contact us if you need the retention criteria for a particular record.
Cookies, security and analytics
Optional analytics starts only after you choose Allow analytics. It uses a random browser identifier to measure visits, recognised sources/campaigns, browser/device category, page activity, approximate active time, scroll depth, load time, calculator choices and estimate amounts, contact-link clicks and successful submissions. It does not record names, contact details, postcodes, message contents, passwords, full referring URLs, keystrokes, session replays or precise location. Read the storage inventory and withdrawal instructions.
Hosting infrastructure necessarily handles connection/request information such as IP addresses to deliver and protect the site. The application uses temporary pseudonymous request counters to limit spam. Private records are protected by owner sign-in; owner passwords are salted hashes and sign-in cookies are protected from ordinary JavaScript access. Please avoid sending sensitive information and tell us if you suspect unauthorised access.
Your data protection rights
Depending on the purpose and legal basis, you can request access and a copy, correction, erasure, restriction, or portability of information you supplied. You can object to legitimate-interest processing and to direct marketing. You can withdraw analytics consent using Cookie preferences on public pages; withdrawal does not make earlier lawful processing unlawful.
Email us to exercise your rights. We may ask for proportionate information to confirm your identity or locate the record; please do not send identity documents unnecessarily. We normally respond within one calendar month. Where the law allows more time for a complex request, we explain the extension within the original period. Rights can be subject to legal exceptions, which we explain where relevant. We do not use automated decision-making that produces legal or similarly significant effects.
Withdrawing analytics stops future tracking and clears its browser identifiers; it does not itself erase events already collected. If we can reasonably locate your events or records, you can ask for erasure. We do not require you to disclose sensitive identification merely to discuss an analytics identifier.
Privacy concerns and complaints
Send a concern to contact@sunshinecleaningderbyshire.co.uk, with “Data protection complaint” in the subject if possible. We acknowledge a data protection complaint within 30 days, investigate without undue delay, and explain the outcome and any action taken. You can also use the complaints route.
You have the right to complain to the Information Commissioner’s Office, the UK data protection regulator. Its helpline is 0303 123 1113. You may raise concerns with us first so we can try to resolve them.
Updates to this notice
We update this notice when our practices or the applicable requirements change. The date above identifies this version. Material new uses that require consent will have a separate choice.
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