Privacy Policy

Prime Space Solutions respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how Prime Space Solutions collects, uses and protects personal information when you visit our website, contact us or submit an enquiry through our website. This policy should be read alongside our Cookie Policy and any other privacy information provided to you at the point your information is collected.

1. Who we are

The Website is operated by:

Prime Space Solutions Ltd

Company number: 17363939

Registered office: 128 City Road, London, United Kingdom, EC1V 2NX

Email: [email protected]

Telephone: 07851 514370

Website: https://primespacesolutions.co.uk

Prime Space Solutions Ltd is registered in England and Wales

2. About this Privacy Policy

This Privacy Policy explains how we collect, use, store and protect personal information when you:

visit our website;

submit a request for a quotation;

contact us by telephone, email, website form or social media;

ask about or use our cleaning services;

act as a client, prospective client, supplier, contractor, referral partner or business contact; or

otherwise interact with Prime Space Solutions.

3. Personal information we collect

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

your name and job title;

the name of your organisation;

your email address, telephone number and business address;

information about your premises, including its location, approximate size, type and cleaning requirements;

your preferred service schedule, access requirements and requested start date;

details contained in correspondence, enquiries, feedback or complaints;

quotation, contract, billing and payment information;

records of calls, meetings, site assessments and our communications with you;

marketing preferences and consent records, where applicable;

website and technical information, such as your IP address, browser type, device information, pages visited and how you arrived at our website; and

any other information you choose to provide to us.

Please do not submit special-category or other sensitive personal information through our quotation form unless it is necessary and we have asked you to provide it.

4. How we collect personal information

We may collect personal information:

directly from you when you complete a form, contact us, request a quotation, arrange a site assessment or enter into a contract with us;

from your organisation, an authorised colleague, property manager, managing agent or referral partner;

from publicly available business sources, such as company websites, professional profiles, directories and Companies House;

through our website, cookies and similar technologies; and

from service providers that support our website, communications, customer relationship management and business operations.

If you give us personal information about another person, you should ensure that you are authorised to do so and that they understand how their information may be used.

5. How we use personal information

We may use personal information to:

respond to enquiries and requests for quotations;

understand your premises and cleaning requirements;

arrange discovery calls and site assessments;

prepare, issue and follow up quotations and cleaning plans;

provide, manage and improve our services;

communicate with clients and business contacts;

manage contracts, invoices, payments and business records;

provide customer support and respond to feedback or complaints;

maintain the safety and security of our website, systems, team and operations;

prevent and detect fraud, misuse or unlawful activity;

analyse website performance and improve the user experience, where permitted;

send relevant marketing communications where the law permits and you have not opted out; and

comply with our legal, regulatory, insurance, accounting and tax obligations.

6. Our lawful bases for processing

Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we rely on

:

Contract: where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.

Legitimate interests: where processing is necessary for our legitimate business interests, or those of a third party, and those interests are not overridden by your rights. These interests may include responding to business enquiries, managing client relationships, improving our services, maintaining records, protecting our business and carrying out proportionate business-to-business marketing.

Legal obligation: where we need to comply with a legal or regulatory requirement.

Consent: where you have given us clear permission for a specific purpose, including certain marketing communications or non-essential cookies. You may withdraw consent at any time.

7. Marketing communications

We may send service updates or marketing communications where we are permitted to do so by law. Where consent is required, we will ask for it separately.

You can ask us to stop sending marketing communications at any time by: using the unsubscribe option included in the communication, where available; or emailing [email protected].

Opting out of marketing will not prevent us from sending service-related or administrative communications that are necessary for an enquiry, quotation or contract.

8. Who we share personal information with

We may share personal information only where reasonably necessary with:

employees, directors, authorised contractors and service teams supporting our operations;

website, hosting, email, telephone, customer relationship management and IT providers;

payment, accounting, bookkeeping, banking and professional advisory providers;

insurers and legal, regulatory, tax or law-enforcement authorities where required;

suppliers or subcontractors involved in delivering an agreed service; and

another organisation in connection with a business restructure, sale, merger or transfer, subject to appropriate safeguards.

Service providers acting on our behalf may only use personal information in accordance with our instructions and applicable law.

We do not sell personal information. We do not share mobile opt-in information or consent with third parties or affiliates for their own marketing or promotional purposes.

9. International transfers

Some technology and service providers may store or process personal information outside the United Kingdom. Where this happens, we will take reasonable steps to ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism.

10. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, tax, insurance and reporting requirements.

Our retention periods depend on the type of information and our relationship with you. In general: unsuccessful or inactive quotation enquiries will normally be reviewed and deleted or anonymised after 24 months, unless there is a lawful reason to retain them longer; client, contractual, invoicing and transaction records will normally be retained for up to seven years after the relationship or relevant financial period ends;

marketing records and suppression preferences may be retained for as long as necessary to respect your communication choices; and

technical and security records will be retained for a proportionate period based on their purpose.

We may retain information for longer where required by law, needed to establish or defend legal claims, or reasonably necessary to resolve a dispute.

11. How we protect personal information

We use appropriate organisational and technical measures designed to protect personal information against accidental or unlawful loss, misuse, alteration, disclosure or access. These measures may include access controls, password protection, secure systems, staff confidentiality requirements and limiting access to people who need the information for legitimate business purposes.

No internet or electronic-storage system is completely secure. Although we take reasonable precautions, we cannot guarantee absolute security.

12. Cookies and website analytics

Our website may use cookies and similar technologies to make the website function, maintain security, remember preferences, understand website use and improve performance.

Strictly necessary cookies may operate without consent where permitted by law. We will request an appropriate choice before using non-essential cookies or similar technologies where consent is required.

You can manage non-essential cookie choices through the website’s cookie controls, where available, and through your browser settings. Blocking certain cookies may affect how some parts of the website function.

13. Your data-protection rights

Depending on the circumstances, you may have the right to:

request access to the personal information we hold about you;

ask us to correct inaccurate or incomplete information;

ask us to delete your personal information;

ask us to restrict how we use your information;

object to certain processing, including direct marketing;

request the transfer of certain information to you or another organisation;

withdraw consent where we rely on consent; and

complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal conditions or exemptions. We may ask you to verify your identity before responding to a request.

To exercise a right, contact us at [email protected]. We will normally respond within one month, although the law permits additional time in certain circumstances.

14. Complaints

If you have concerns about how we use personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

15. Third-party links

Our website may contain links to websites or services operated by other organisations. We are not responsible for their privacy practices. We encourage you to read the privacy information provided by any third party you visit.

16. Children’s information

Our website and services are intended for organisations and adults acting in a business or property-related capacity. We do not knowingly collect personal information directly from children through this website.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or legal obligations. The latest version will be published on this page, and the “Last updated” date will be revised.

18. Contact us

For questions about this Privacy Policy or how we handle personal information, contact:

Prime Space Solutions

128 City Road

London

United Kingdom

EC1V 2NX

Email: [email protected]