1. Who We Are
Ventilation Cleaning Service is a trading style of Catering Hygiene Specialists Limited, a company registered in England and Wales under company number 03575815.
In this Privacy Policy, “we”, “us” and “our” refer to Catering Hygiene Specialists Limited, trading as Ventilation Cleaning Service.
We are responsible for handling your personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR), where applicable.
This Privacy Policy explains what personal data we collect, how we use it, why we process it, who we share it with and how you can exercise your data protection rights when you visit our website or contact us about our services.
2. Personal Data We Collect
We may collect and process the following types of personal data, depending on how you interact with our website and services.
Contact information
When you submit an enquiry, request a quotation or contact us directly, we may collect your name, business name, email address, telephone number, property address and other contact details you provide.
Enquiry and service information
We may collect information about your ventilation cleaning requirements, the premises where you require our services, your preferred appointment dates and any other details necessary to respond to your enquiry or provide our services.
Communications
We may retain information contained in emails, telephone enquiries, contact forms and other communications between you and our business.
Technical and website information
When you visit our website, we may collect technical information such as your IP address, browser type, device information, pages visited and details of how you interact with the website. This information may be collected through server logs, cookies and similar technologies.
Information from third parties
We may receive personal data from third parties who submit an enquiry on your behalf or provide information relevant to a service you have requested. Where we obtain personal data from another source, we will handle it in accordance with applicable data protection requirements.
We only collect personal data that is relevant to our business activities and necessary for the purposes described in this policy.
3. How We Use Your Personal Data
We may use your personal data to:
- Respond to enquiries and requests for information.
- Prepare quotations for ventilation cleaning services.
- Understand your requirements and identify appropriate services.
- Arrange appointments and manage bookings.
- Deliver services and communicate with you about ongoing work.
- Manage customer relationships and respond to feedback or complaints.
- Maintain business records and manage our operations.
- Operate, maintain and improve our website.
- Monitor website performance and resolve technical issues.
- Protect our website, systems and business against fraud, misuse and security threats.
- Comply with legal, regulatory, accounting and reporting obligations.
- Send marketing communications where permitted by law.
We will only use your personal data for purposes that are lawful and compatible with the reasons for which we collected it. If we intend to use your personal data for a new purpose, we will provide any information required by law before starting that processing.
4. Our Lawful Bases for Processing
The UK GDPR requires us to have a lawful basis for processing personal data. Depending on the circumstances, we rely on one or more of the following bases.
Contractual necessity
We process personal data where necessary to take steps at your request before entering into a contract or to fulfil a contract with you. This may include preparing quotations, arranging appointments and delivering our services.
Legitimate interests
We may process personal data where necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. These interests may include responding to enquiries, managing customer relationships, improving our website, maintaining security and operating our business.
Legal obligations
We may process personal data where necessary to comply with legal or regulatory obligations.
Consent
We rely on your consent where required by law, including for certain non-essential cookies and marketing activities where applicable. You can withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before you withdrew it.
The lawful basis we use depends on the purpose of the processing and the circumstances involved.
5. How We Share Your Personal Data
We may share your personal data with third parties where necessary to operate our business, respond to your enquiries or deliver our services.
These third parties may include:
- Website hosting providers and technical support services.
- IT, email and business software providers.
- Website analytics providers, where used.
- Payment providers, where applicable.
- Professional advisers, including accountants, insurers and legal advisers.
- Contractors or service partners involved in delivering services you request.
- Government bodies, regulators, courts or law enforcement authorities where required or permitted by law.
Where another organisation needs information to respond to your enquiry or provide a service, we will only share relevant personal data where we have a lawful basis to do so.
We take appropriate steps to ensure that third parties processing personal data on our behalf protect it and comply with applicable data protection requirements. Where necessary, we put appropriate contractual safeguards in place.
We do not sell your personal data to third parties.
6. International Transfers
Some third-party service providers may store or process personal data outside the United Kingdom.
Where personal data is transferred outside the UK and data protection law requires safeguards, we will ensure that an appropriate transfer mechanism is in place. This may include an applicable adequacy regulation or approved contractual safeguards.
You can contact us for further information about international transfers relevant to your personal data.
7. How Long We Retain Your Personal Data
We retain personal data only for as long as necessary to fulfil the purposes for which we collected it, including meeting legal, accounting and reporting requirements.
The retention period depends on the type of information, why we collected it and whether we have a legal obligation to retain it.
For example, we may retain enquiry records for a period that allows us to respond to your request and maintain appropriate business records. We may need to retain customer and financial records for longer to meet legal obligations.
When personal data is no longer required, we will securely delete it or anonymise it where appropriate, unless we have a lawful reason to retain it for longer.
8. How We Protect Your Personal Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, disclosure or destruction.
These measures may include access controls, secure systems, internal procedures and appropriate safeguards when working with third-party service providers.
However, no method of transmitting information over the internet or storing data electronically is completely secure. Although we take reasonable steps to protect your personal data, we cannot guarantee absolute security.
9. Cookies and Similar Technologies
Our website may use cookies and similar technologies to support website functionality, remember preferences and understand how visitors use the website.
Cookies may be essential or non-essential, depending on their purpose.
Essential cookies
These cookies may be used where necessary to operate the website or provide a service you have requested.
Non-essential cookies
These may include analytics, performance or advertising cookies, depending on the technologies used on our website. Where required by law, we will obtain your consent before placing non-essential cookies on your device.
You can manage your cookie preferences through the cookie settings available on our website, where provided. You may also be able to control cookies through your browser settings, although disabling certain cookies may affect website functionality.
For further information, please consult our cookie settings or any separate Cookie Policy available on our website.
Simply visiting or continuing to use our website does not constitute consent to non-essential cookies where consent is legally required.
10. Marketing Communications
We may use your contact details to send information about our services where permitted by applicable data protection and electronic marketing laws.
Where consent is required, we will obtain it before sending marketing communications. You can opt out of marketing emails by using the unsubscribe link provided, where available, or by contacting us directly.
We will respect applicable objections to direct marketing. Opting out of marketing will not prevent us from sending necessary communications relating to an enquiry, quotation, booking or service you have requested.
11. Your Data Protection Rights
Under applicable data protection legislation, you may have the right to:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Ask us to correct inaccurate or incomplete personal data.
- Erasure: Request the deletion of your personal data where the legal conditions are met.
- Restriction: Ask us to restrict the processing of your personal data in certain circumstances.
- Object: Object to processing based on legitimate interests and object to direct marketing.
- Data portability: Request certain personal data in a structured, commonly used and machine-readable format where the legal conditions are met.
- Withdraw consent: Withdraw consent where we rely on it as our lawful basis for processing.
These rights are subject to applicable legal conditions and exemptions. For example, we may need to retain certain information to comply with legal obligations even if you request its deletion.
To exercise your rights, please contact us using the contact details provided on our website. We may need to verify your identity before responding.
We will respond within the time limits required by law.
12. Your Right to Complain
If you have concerns about how we handle your personal data, please contact us first so that we can investigate your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
You can submit a complaint through the ICO website:
Further information about your data protection rights is available at:
13. Third-Party Websites
Our website may contain links to third-party websites or services. These websites operate independently and may have their own privacy policies and data protection practices.
We are not responsible for the privacy practices of external websites. We recommend reviewing the relevant privacy policy before providing personal data to another organisation.
14. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our business practices, website functionality, third-party services or legal obligations.
We will publish the latest version on this page and update the revision date when changes are made.
Where required by law, we will inform you of significant changes affecting how we process your personal data.
We encourage you to review this page periodically to understand how we protect your personal data.
15. Contact Us
If you have questions about this Privacy Policy, how we process your personal data or how to exercise your data protection rights, please contact us using the contact details provided on our website.
Catering Hygiene Specialists Limited, trading as Ventilation Cleaning Service
Company number: 03575815
Registered in England and Wales.