Last updated: August 2026

Spotless Midlands Ltd (“Spotless Cleaning”, “we”, “our” or “us”) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what personal information we collect, how we use it, who we share it with and the rights you have under UK data protection law.

By using our website or engaging our services, you agree to the collection and use of your information as described in this Privacy Policy.

Who We Are

Spotless Midlands Ltd
Trading as Spotless Cleaning

Glensyl Way
Burton upon Trent
Staffordshire
DE14 1LX

Telephone: 01283 599219

Email: info@spotlesslyclean.com

Website: www.spotlesslyclean.com

Spotless Midlands Ltd is the Data Controller responsible for the personal information we collect.

What Information We Collect

Depending on how you interact with us, we may collect:

Contact Information

• Name
• Company name
• Job title
• Postal address
• Email address
• Telephone number

Service Information

• Details about your cleaning requirements
• Site information
• Survey notes
• Cleaning schedules
• Photographs relating to quotations, audits or completed work
• Correspondence between you and Spotless Cleaning

Financial Information

Where applicable, we may collect:

• Billing address
• Purchase order details
• Payment information
• VAT information

We do not store your payment card details.

Website Information

When you visit our website we may automatically collect:

• IP address
• Browser type
• Device information
• Pages visited
• Time spent on the website
• Referring websites

This information helps us improve our website and understand how visitors use it.

How We Collect Your Information

We collect information when you:

• Complete a contact form
• Request a quotation
• Telephone us
• Email us
• Contact us via social media
• Meet us at networking or business events
• Become a customer
• Subscribe to marketing communications
• Visit our website

How We Use Your Information

We use your personal information to:

• Respond to enquiries
• Provide quotations
• Arrange site surveys
• Deliver cleaning and support services
• Manage customer accounts
• Administer contracts
• Process invoices and payments
• Respond to complaints
• Carry out customer satisfaction surveys
• Improve our services
• Comply with legal obligations
• Protect our legitimate business interests

Where appropriate, we may also send marketing communications about services we believe may be relevant to your business.

You can unsubscribe from marketing emails at any time.

Our Legal Basis for Processing

We only process your personal information where UK GDPR allows us to do so.

Depending on the circumstances, this may include:

Contract

To provide quotations, deliver cleaning services and manage our contractual relationship.

Legitimate Interests

To improve our services, manage customer relationships, analyse website performance and market our services to existing business contacts where appropriate.

Consent

Where you have chosen to subscribe to marketing communications or where consent is otherwise required.

You may withdraw your consent at any time.

Legal Obligation

Where we are required to comply with tax, employment, health and safety or other legal requirements.

Marketing

If you subscribe to our mailing list or are an existing customer, we may occasionally send information about:

• New services
• Special offers
• Industry updates
• Company news

Every marketing email includes an unsubscribe link.

You can also request removal from our marketing list by contacting us at any time.

Who We Share Your Information With

We never sell your personal information.

We may share your information with trusted service providers who help us operate our business, including providers of:

• IT services
• Cloud storage
• Customer relationship management (CRM)
• Email marketing
• Accounting software
• Website hosting
• Payment processing
• Document management
• Business communications

These organisations are required to keep your information secure and only process it on our instructions.

We may also share information where required by law, regulation or court order.

International Transfers

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

Where this happens, we ensure appropriate safeguards are in place, such as:

• UK International Data Transfer Agreements (IDTAs)
• UK Addendum to the EU Standard Contractual Clauses
• Adequacy Regulations approved by the UK Government

How Long We Keep Your Information

We only keep personal information for as long as necessary.

Typical retention periods include:

• Customer enquiries – up to 2 years
• Quotations not accepted – up to 2 years
• Customer contracts – 7 years after the contract ends
• Financial records – 7 years
• Marketing preferences – until consent is withdrawn
• Recruitment records – in accordance with our Recruitment Privacy Notice

Where longer retention is required by law, regulation or ongoing legal proceedings, we will retain information for the appropriate period.

Website Cookies

Our website uses cookies to improve your browsing experience and understand how visitors use our website.

Cookies may include:

• Essential cookies
• Analytics cookies
• Performance cookies
• Marketing cookies (where consent has been given)

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

You can manage your cookie preferences through our cookie banner or your browser settings.

Website Analytics

We may use services such as Google Analytics to help us understand how visitors use our website.

Analytics information is collected in an anonymised or aggregated form wherever possible and helps us improve our website and services.

Security

We take appropriate technical and organisational measures to protect your personal information.

These include:

• Secure cloud systems
• Password-protected devices
• Access controls
• Staff confidentiality obligations
• Regular software updates
• Secure backups

While no internet transmission is completely secure, we take reasonable steps to safeguard your information.

Your Rights

Under UK GDPR you have the right to:

• Be informed about how your information is used
• Request access to your personal information
• Request correction of inaccurate information
• Request erasure in certain circumstances
• Request restriction of processing
• Request data portability where applicable
• Object to certain processing activities
• Withdraw consent where processing relies on consent

To exercise any of these rights, please contact us using the details above.

We will normally respond within one calendar month.

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concerns.

If you remain dissatisfied, you have the right to complain to:

Information Commissioner’s Office (ICO)

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Website: https://ico.org.uk

Links to Other Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, technology or our business.

Any updates will be published on this page together with the revised “Last updated” date.

We recommend reviewing this Privacy Policy periodically.