Introduction
This Privacy Policy explains how PIPSI LTD ("PIPSI", "we", "us", or "our") collects, uses, stores, and protects personal information relating to clients, prospective clients, website visitors, job applicants, suppliers, and other stakeholders. It applies to information processed through our corporate website at https://pipsi.site/, via our booking and contact channels, and in connection with the delivery of our residential and commercial cleaning services across the UK.
PIPSI LTD is a UK-based cleaning service provider. We operate in line with applicable UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We encourage you to read this Privacy Policy carefully to understand how we handle your personal data and the rights you have in relation to it.
By using our website, engaging our services, or otherwise interacting with us, you acknowledge that you have read this Privacy Policy. If you do not agree with any aspect of this Policy, you should discontinue the use of our website and services and contact us with any questions.
Data We Collect
We collect and process different categories of personal information depending on how you interact with PIPSI LTD. The information we collect may include:
1. Contact and identification details
- Full name and title
- Residential or business address and property access information
- Email address and telephone numbers
- Company name, role, and department for commercial clients or partners
2. Service and booking information
- Type of cleaning service requested (e.g. residential, commercial, deep clean, end-of-tenancy)
- Service location, frequency, and preferred dates and times
- Property details relevant to the service (e.g. property size, number of rooms, access instructions, site-specific requirements)
- Service preferences and special instructions (e.g. areas of focus, cleaning products preferences, access preferences)
3. Transactional and account information
- Records of quotations, bookings, contracts, and service agreements
- Billing and payment-related data (such as invoicing details and payment status)
- Internal account identifiers, client reference numbers, and service history
4. Communication records
- Content of enquiries and messages submitted via our website forms (for example through the Booking or Contact Us pages)
- Emails, letters, and phone call notes relating to customer service, feedback, or complaints
- Responses to client satisfaction surveys, testimonials, and reviews
5. Website and technical data
- IP address, browser type and version, device identifiers, and operating system
- Referring pages, pages visited, time and date of visits, and time spent on pages
- Cookie identifiers and information collected via cookies and similar technologies (see the Use of Cookies & Tracking Technologies section and our Cookie Policy)
6. Recruitment and careers information
When you engage with us in connection with a role advertised on our Careers page or through other recruitment channels, we may collect:
- CVs, covering letters, previous employment history, qualifications, and references
- Eligibility to work information and interview notes
We do not intentionally collect special category data (such as health information) unless it is clearly necessary and you have provided it to us voluntarily, for example in relation to reasonable adjustments or specific health and safety considerations at your premises.
How We Use Your Data
We use personal information only where we have a clear and lawful purpose. Depending on your relationship with PIPSI LTD, your personal data may be used for the following purposes:
- Delivering and managing cleaning services: to schedule and provide our residential and commercial cleaning services, coordinate cleaning teams, and manage on-site access and instructions.
- Processing bookings and enquiries: to respond to requests submitted via our Booking and Contact Us pages or by phone or email, provide quotations, and confirm appointments.
- Managing client accounts and relationships: to maintain client records, service history, and preferences; to issue invoices and statements; and to provide ongoing customer service and support.
- Communication with you: to send operational messages about your booking or contract, including confirmations, updates, and service-related notifications, and to respond to your questions or feedback.
- Improving our services and website: to analyse usage of our website and services, monitor performance, and implement improvements to user experience, accessibility, and service quality.
- Marketing and business development: where permitted by law, to provide you with information about services, offers, case studies, or company updates that may be of interest to you as a client, investor, or partner. You may opt out of such communications at any time.
- Recruitment and HR management: to assess and manage applications submitted in response to vacancies promoted on our Careers page or via other channels, and to manage pre-employment screening where applicable.
- Compliance and risk management: to meet our legal, regulatory, tax, and accounting obligations; to prevent and detect fraud or misuse of our services; and to establish, exercise, or defend legal claims.
We do not use personal data for automated decision-making that produces legal or similarly significant effects on you, unless we have obtained your explicit consent or such processing is otherwise permitted by law.
Legal Basis for Processing
PIPSI LTD processes personal data in accordance with the UK GDPR and the Data Protection Act 2018. Depending on the context in which we collect and use your information, we rely on one or more of the following legal bases:
- Consent: In some cases we will ask for your consent to process your personal data, for example when you choose to receive certain marketing communications or when optional cookies are used on our website. You may withdraw your consent at any time by following the unsubscribe instructions in our messages or by contacting us using the details in the Contact Information section.
- Contractual necessity: We process personal data where it is necessary to enter into or perform a contract with you, such as when you book a cleaning service, request a quotation, or maintain an ongoing service agreement with us.
- Legitimate interests: We process certain personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include improving our services, managing our client relationships, ensuring the security and integrity of our website, or pursuing and defending legal claims.
- Legal obligations: We may process personal data where it is necessary to comply with legal or regulatory obligations that apply to PIPSI LTD, such as record-keeping, tax, or reporting requirements, including obligations associated with our registered activities (for example under SIC Code 81299).
If we rely on legitimate interests as a legal basis, we will carefully consider and balance any potential impact on you and your rights before we process your personal data for these purposes.
Data Security Measures
PIPSI LTD is committed to protecting the confidentiality, integrity, and availability of the personal data we process. To reduce the risk of unauthorised access, loss, misuse, or disclosure, we implement a range of technical and organisational security measures, which may include:
- Use of secure storage environments with appropriate access controls and authentication mechanisms
- Encryption of data in transit using industry-standard protocols where appropriate
- Role-based access controls ensuring that only authorised personnel can access personal data on a need-to-know basis
- Regular review of our systems, tools, and processes to maintain security and resilience
- Staff guidance and awareness regarding confidentiality, data protection responsibilities, and secure handling of information
- Procedures for detecting, reporting, and investigating suspected personal data breaches
While we take reasonable steps to protect your personal information, no transmission of data over the internet or method of electronic storage can be guaranteed to be completely secure. If you have reason to believe that your interaction with us is no longer secure, or if you suspect a security issue, please contact us immediately using the details provided in the Contact Information section.
Data Retention Policy
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When determining appropriate retention periods, we consider:
- The nature and sensitivity of the personal data
- The potential risk of harm from unauthorised use or disclosure
- The purposes for which we process the data and whether we can achieve those purposes through other means
- Applicable legal, regulatory, and contractual requirements
For example, we may retain client account records and service history for a number of years after the end of our relationship to respond to queries, manage any claims, and comply with financial and tax regulations. Information collected for marketing purposes will generally be retained until you object to or opt out of such processing, or until it is no longer relevant.
Once personal data is no longer required, we will take reasonable steps to delete, anonymise, or securely dispose of it in accordance with our retention policies and applicable legal standards.
International Data Transfers
PIPSI LTD is a UK-based organisation and, where possible, we aim to store and process personal data within the UK or the European Economic Area (EEA). However, certain service providers or technology solutions that support our website and operations may be located outside the UK or EEA, or may involve data processing in other jurisdictions.
Where your personal data is transferred outside the UK or EEA, we will ensure that an adequate level of protection is in place in compliance with data protection laws. This may include:
- Transfers to countries that have been formally recognised as providing an adequate level of data protection; or
- Implementing appropriate safeguards, such as standard contractual clauses approved by relevant supervisory authorities, together with additional technical and organisational measures as needed.
If you would like more information about the specific safeguards applied to international transfers of your personal data, you may contact us using the details in the Contact Information section.
Your Rights & Choices
Under UK data protection law, you have several rights in relation to the personal data that PIPSI LTD holds about you. These rights may be subject to certain conditions and exemptions, but in general they include:
- Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of that data, together with information about how we process it.
- Right to rectification: You can ask us to correct or update personal data that is inaccurate or incomplete.
- Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
- Right to restrict processing: You can ask us to temporarily restrict the processing of your data in specific situations, such as while we are reviewing the accuracy of the data or our legitimate interest grounds.
- Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the legal basis, including profiling based on those interests. You also have an absolute right to object to direct marketing at any time.
- Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request a copy of your data in a structured, commonly used, and machine-readable format, or request that it be transmitted to another controller.
- Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact us using the details in the Contact Information section, providing sufficient information to verify your identity and understand your request. We aim to respond within the timeframes required by law.
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can address your concerns. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) or with your local supervisory authority if you are based outside the UK.
Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or the way PIPSI LTD handles your personal data, you can contact us using the details provided on our Contact Us page.
When contacting us about your privacy or data protection rights, please include:
- Your full name and preferred contact details
- A clear description of your request or concern
- Any relevant context, such as whether you are a client, website user, job applicant, or partner
We will review and respond to your enquiry as promptly as we reasonably can and within applicable legal timeframes. For service-related enquiries, you may also wish to review our Terms and Conditions for more information about our relationship with you as a client.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we provide. The latest version will always be available on this page, and we encourage you to review it periodically.