01Who we are
White Orchid Cleaning is run by Tiffany Wellman, trading as White Orchid Cleaning, and provides domestic and commercial cleaning services across Bournemouth, Poole and Christchurch. We are the “data controller” for the personal information described in this policy, which means we decide how it is used and are responsible for keeping it safe.
Contacttiffany@whiteorchidcleaning.co.uk · 07803 371952 · whiteorchidcleaning.co.uk
02The information we collect
We only collect what we need to provide our services. This may include:
- Contact details – your name, phone number, email address and postal address.
- Property and access details – the address to be cleaned, parking information, and where you choose to share them, keys, key-safe codes and alarm codes.
- Service details – the cleans you book, your preferences, and notes such as pets in the home or areas to avoid.
- Payment records – invoices, amounts paid and payment dates. We do not store full card details.
- Communications – messages, emails and enquiries you send us, including through our website contact form.
03How and why we use it
Under UK data protection law we must have a lawful reason for using your information. Ours are:
- To provide the service you have booked (performance of a contract) – arranging cleans, accessing your property, invoicing and taking payment.
- To meet our legal obligations – for example keeping financial records for HMRC.
- Our legitimate interests – responding to enquiries, managing our bookings, handling complaints and improving our service.
- With your consent – sending occasional offers or news. You can withdraw consent at any time by contacting us or using the unsubscribe link.
04Keys and access codes
We understand how important the security of your home is. Keys we hold are labelled with a code only, never with your name or address, and are stored securely. Key-safe and alarm codes are kept separately from address information and are only shared with the cleaner attending your property. When our service ends, keys are returned to you and access codes are deleted within 30 days.
06How long we keep it
- Customer and payment records – up to 6 years after our last service, to meet tax and accounting rules.
- Access codes – deleted within 30 days of our service ending.
- Enquiries that don’t become bookings – deleted within 12 months.
- Marketing preferences – until you unsubscribe.
07Keeping your information safe
We use password-protected devices and accounts, limit access to the people who need it, and store physical items such as keys securely. No system is completely secure, but we take reasonable steps to protect your information and will tell you and the Information Commissioner’s Office (ICO) if a serious breach ever occurs, where required.
08Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong or incomplete;
- ask us to delete your information (where we don’t need to keep it by law);
- ask us to limit or stop using your information, or object to how we use it;
- ask for your information in a portable format; and
- withdraw consent at any time where we rely on it.
To use any of these rights, contact us at admin@whiteorchidcleaning.co.uk. We will respond within one month. There is normally no charge.
09Our website
When you use our contact form, we use the details you give us to reply to your enquiry. Our website does not use cookies. Our website may link to other sites, such as social media pages; we are not responsible for their privacy practices.
10Complaints
If you have a concern about how we handle your information, please contact us first and we will do our best to put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint · 0303 123 1113.
11Changes to this policy
We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated shown at the top.