This notice explains how EDINBURGH MANAGED CLEANING LTD (trading as Edinburgh Managed Cleaning) handles personal information collected through this commercial cleaning website and through cleaning enquiries. We are the data controller. Our registered office is 5 South Charlotte Street, Edinburgh, Scotland, EH2 4AN. You can contact us at quotes@edinburghmanagedcleaning.co.uk or 0131 322 0995.
Information we collect
The estimator asks for premises type, postcode, cleaning hours, frequency, facilities, preferred timing and any requirements you choose to provide. It also asks for your name, business name, email address and telephone number, and records whether you opted in to occasional text updates.
When you submit the estimator, these details and the calculated estimate are saved securely to our enquiry records and emailed to our own quotes inbox. We do not send estimator emails to customers.
If you register as a self-employed cleaner or cleaning business, we collect your name, business name, contact details, experience, areas covered, transport, equipment, availability and the hours you are seeking, together with your self-employment and insurance declarations.
Insurance documents from cleaners
After registering, cleaners receive a secure, single-use link to upload a copy of their current public liability insurance certificate. We accept PDF, JPG and PNG files. We use these documents only to confirm that cleaners hold valid insurance before offering work, and to record the insurance status, review date and policy expiry date.
Uploaded documents are held in private storage. They are not published, not attached to emails, and can only be opened by an authorised administrator using a short-lived link after checking their access. Upload links expire after seven days, stop working once used, and can be replaced by us at any time. Uploading a document does not, by itself, verify insurance or approve anyone for work.
We keep insurance documents for as long as a cleaner is registered with us and for up to six years afterwards, for insurance and legal record-keeping. Cleaners can ask us to delete them earlier where we are not required to keep them.
If you contact us by telephone or email, we receive the information you provide in that communication.
Why we use information
We use enquiry information to understand your premises, prepare or discuss an indicative estimate, respond to your questions, arrange a site visit where needed, and take steps towards agreeing a cleaning service at your request. We use cleaner registration and insurance information to assess suitability for cleaning assignments.
Our lawful bases are taking steps at your request before entering a contract, and our legitimate interests in running the business safely. Text message updates are sent only where you have opted in, and you can opt out at any time. We do not sell personal information.
Who receives information
Information is held in our website’s secure database and file storage, and enquiry and registration alerts are delivered through our website platform’s email service. Documents are linked to, never attached. We do not share enquiry or registration information with other organisations except where the law requires it.
How long we keep information
Enquiries and cleaner registrations are kept for up to six years so we can manage services, respond to queries and meet legal and insurance record-keeping obligations. Insurance documents follow the period described above.
International transfers
The website does not currently send estimator data to a connected service. Any international transfers by future enquiry, email, hosting or business service providers, together with the relevant safeguards, must be confirmed before online submission is activated.
Your rights
Depending on the circumstances, UK data protection law may give you rights to access your information, correct it, ask for deletion, restrict its use, object to its use, or receive information in a portable format. You may also withdraw consent where consent is the lawful basis. Contact us using the details above to make a request.
Complaints
Please contact us first if you have concerns. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or by calling 0303 123 1113.