Privacy Policy

A note on this policy: this has been written to reflect what Seawolf Facilities Services Ltd actually collects and does today, not a generic template. As with any legal document, we'd still recommend a solicitor gives it a final check before you rely on it in a dispute — particularly the retention periods and international transfer sections, which should be revisited whenever a new supplier or tool is added.

Seawolf Facilities Services Ltd (company no. 15028189, registered office 10a Dragoon House, Hussar Court, Westside View, Waterlooville, PO7 7SF) is the data controller for personal data collected through this website and in the course of providing cleaning services. This policy explains what we collect, why, and what rights you have. It applies to visitors to this website, people who enquire about our services, and our clients and their staff.

1. The personal data we collect

Enquiries. When you contact us by form, phone, email or WhatsApp: your name, company or property name, email address, phone number, property details, and anything else you choose to tell us about the job.

Site walkthroughs and quotes. Property address and access details, and any photos or notes taken during a walkthrough, used to prepare your written specification and price.

Clients. If you become a client: billing contact details, the written specification and contract, site access instructions, invoicing and payment records, and compliance paperwork (RAMS, COSHH, insurance certificates) relevant to your contract. If you use our client portal, we also hold your login details and, for quality assurance, records of when a visit to your site took place (date, time, and GPS-verified location of the cleaner), which are made available to you inside the portal.

We do not collect payment card details directly on this website — any card payments are processed by a separate, dedicated payment provider that never shares full card numbers with us.

2. Why we use it, and our legal basis

Responding to enquiries and preparing quotes — necessary to take steps at your request before entering into a contract with you (UK GDPR Art. 6(1)(b)).

Delivering and managing a cleaning contract — performance of that contract (Art. 6(1)(b)).

Accounting, invoicing and tax records — a legal obligation we're subject to (Art. 6(1)(c)).

Running and improving the business (for example, understanding which services and areas are most requested, or keeping records of past enquiries) — our legitimate interests, balanced against your rights (Art. 6(1)(f)).

Marketing emails, where you've opted in — your consent (Art. 6(1)(a)), which you can withdraw at any time by using the unsubscribe link or emailing us.

3. Who we share it with

We do not sell personal data. We share it only where necessary, with:

• staff and vetted subcontractors directly involved in delivering your contract;
• the software providers we use to run the business — our client and scheduling management platform (which powers the client portal), accounting/bookkeeping software, and email provider — each under a contract that requires them to protect your data and use it only for the service they provide us;
• our website hosting provider, and OpenStreetMap, which serves the map tiles on our homepage and will see the IP address of your device when that map loads;
• professional advisers such as our accountant, solicitor or insurer, where reasonably necessary; and
• a regulator, HMRC, or a court, where we're legally required to.

Some of these providers may process data on servers outside the UK and European Economic Area (for example, on US-based cloud infrastructure). Where that happens, we rely on legally recognised safeguards — such as the UK International Data Transfer Addendum or the EU Standard Contractual Clauses — to make sure your data stays protected to UK GDPR standards wherever it's processed.

4. How long we keep it

• Enquiry data that doesn't turn into a contract: up to 24 months, then deleted.
• Client contract, invoicing and payment records: 6 years from the end of the relevant financial year, as required by UK tax law.
• Compliance and visit records (RAMS, COSHH, DBS confirmations, GPS visit logs): for the duration of your contract, plus 6 years afterwards.
• Your cookie preference: up to 12 months, after which we'll ask again.

These are our default retention periods; we may keep data for longer where we reasonably believe the law requires it, or delete it sooner on request where we're not required to keep it.

5. Your rights

Under UK GDPR you have the right to: access a copy of your personal data; have inaccurate data corrected; request erasure; restrict or object to certain processing; receive your data in a portable format; and withdraw consent at any time where we rely on it. We don't use your data to make decisions about you by automated means alone. To exercise any of these rights, email hello@seawolfservices.co.uk — we'll respond within one month.

If you're unhappy with how we've handled your data, we'd appreciate the chance to put it right directly — but you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

6. Cookies and similar technology

This site uses one item of strictly necessary browser storage, to remember your cookie preference so we don't ask every visit. We do not currently use analytics, advertising or marketing cookies. Full details, and a way to change your preference at any time, are in our Cookie Policy and via the "Cookie settings" link in the footer.

7. Children

Our services and this website are directed at businesses and adults, not children. We don't knowingly collect personal data from children.

8. Security

We use appropriate technical and organisational measures to protect your data, including encrypted transmission (HTTPS) for this website and access limits so only staff who need your data to do their job can see it.

9. Changes to this policy

We may update this policy from time to time. We'll update the "last updated" date above, and for material changes affecting existing clients, we'll take reasonable steps to let you know directly.

10. Contact

Questions about this policy, or to exercise your rights: hello@seawolfservices.co.uk or 023 9355 3254.