Privacy Policy - Clean Slate

1. Who we are

This notice explains how Clean Slate (UK) Ltd (“Clean Slate”, “we”, “us”) uses personal information about people who visit our website, contact us, or deal with us as customers, prospective customers or suppliers.

Clean Slate (UK) Ltd is the controller of that information. We are a company registered in England and Wales, company number 02994105, with our registered office at Unit 1, Raynesway Park Drive, Derby, DE21 7BH. We are registered with the Information Commissioner’s Office under number ZA377896.

For any question about this notice or your information, contact us at:

Email: privacy@clean-slate.co.uk
Post: Data Protection, Clean Slate (UK) Ltd, Unit 1, Raynesway Park Drive, Derby, DE21 7BH
Phone: 01332 573555

This notice does not cover our own staff or job applicants, who receive separate notices.

2. Information we collect

We collect business contact information and the details needed to quote for and deliver our services. We do not seek sensitive information through the website and ask that you do not send it.

Where it comes from	What we collect
Our website enquiry form	Your name, organisation, email address, phone number, the content of your message and any file you attach
Emails, calls and meetings	Your name, job title, organisation, contact details and what we discuss
Site surveys and visits	Your name, role and contact details, and practical details about the premises (access, opening hours, key-holding)
Contracts and accounts	Contact and billing details for the people we deal with at customers and suppliers, and records of our services, invoices and correspondence
Public and business sources	Business contact details from company websites, Companies House, LinkedIn and similar sources, when we identify organisations that may need our services
Your use of our website	Your IP address, browser and device type, pages viewed, and cookie choices – see section 5

We do not make decisions about you based solely on automated processing.

3. How we use your information and our lawful base

UK data protection law requires us to have a lawful basis for each use. Ours are set out below.

What we use it for	Lawful basis
Responding to enquiries, preparing quotes and arranging site surveys	Legitimate interests – answering people who contact us and winning new work. Where you are a sole trader or partnership, taking steps at your request before entering a contract
Delivering our services and managing customer and supplier relationships	Performance of a contract (where the contract is with you), otherwise legitimate interests in running those contracts
Invoicing, accounts and keeping business records	Legal obligation (tax and company law) and legitimate interests
Sending marketing about our services – see section 4	Legitimate interests, or consent where the law requires it
Running, securing and improving our website	Legitimate interests; consent for non-essential cookies
Dealing with complaints, disputes and legal claims	Legitimate interests in protecting our business and legal position
Meeting legal and regulatory requirements	Legal obligation

Where we rely on legitimate interests, we have weighed our interests against yours. You can ask us for details of that assessment, and you can object at any time (see section 8).

4. Marketing

We may send occasional emails about our cleaning and facilities services to people at organisations we have met, visited or quoted for, or that we think may need our services. Every email will identify Clean Slate and include a simple way to unsubscribe.

Contacts at companies, public bodies and schools: we email business addresses on the basis of our legitimate interests in promoting our services.
Sole traders and partnerships: we only email you if you have agreed, or if you have asked us for a quote or a site visit and we are telling you about similar services. You can opt out when we first collect your details and in every email.
Opting out: click “unsubscribe” or email privacy@clean-slate.co.uk. We will stop promptly and keep only the minimum needed to make sure we don’t contact you again.

We do not sell or share your details with other organisations for their own marketing.

5. Cookies

Our website uses cookies and similar technologies. Apart from those strictly needed for the site to work, we only set them if you agree through our cookie banner.

Type	What it does	Your choice
Strictly necessary	Makes the site work securely and remembers your cookie choices	Always on
Analytics (Google Analytics)	Tells us which pages people visit and how use of the site changes over time, so we can improve it. Google provides this service for us and processes the information on our behalf	Off unless you accept
Embedded content	Lets you view content from Google Maps, YouTube, Vimeo, Spotify and SoundCloud. These providers may set their own cookies and collect information about you	Off unless you accept for each provider
Social media links	Links to our Facebook, X (Twitter), LinkedIn and Pinterest pages. These providers’ own policies apply once you visit them	Not set by our site

We do not use advertising cookies or use analytics to identify individual visitors.

You can change your choices at any time using the cookie settings link at the foot of each page, or through your browser settings. Blocking some cookies may stop parts of the site, such as maps and videos, from working. The banner lists the individual cookies and how long each one lasts.

6. Who we share it with

We share information only where needed for the purposes in section 3, with:

Service providers acting for us – our website host, our IT and email providers, Google (for website analytics), and the AI assistant tools described below, who may only use it on our instructions;
Professional advisers – accountants, auditors, lawyers and insurers;
Subcontractors helping us deliver services at your premises;
Authorities and regulators – for example HMRC, the police or the courts, where the law requires it; and
A buyer or investor if all or part of our business is sold or restructured, under confidentiality terms.

AI assistant tools

We use Claude, an AI assistant provided by Anthropic, to help our staff draft documents and review information, which may sometimes include your business contact details or correspondence. We use it under business terms in which Anthropic acts as our processor and does not use our data to train its models. Our staff remain responsible for checking its output, and it does not make decisions about you.

Transfers outside the UK

Some providers, such as Google, Microsoft and Anthropic, may process information outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations (including the UK–US data bridge) or the ICO’s International Data Transfer Agreement or Addendum to protect it. Contact us for more detail.

7. How long we keep it

We keep information only as long as we need it, then delete or anonymise it. Our periods are:

Information	How long
Enquiries and quotes that don’t lead to a contract	6 years from our last contact
Customer and supplier records, contracts and correspondence	The life of the contract plus 6 years
Invoices and accounting records	6 years from the end of the financial year they relate to
Marketing contacts	Until you unsubscribe, or 2 years without any engagement
Unsubscribe (suppression) list	Kept so we don’t contact you again – name and email only
Cookies	As shown in the cookie banner. Google Analytics data is kept for no more than 14 months

8. Security, your rights and complaints

Security

We use appropriate technical and organisational measures to protect your information, including access controls, secure systems and staff confidentiality obligations. Our service providers must protect it in the same way.

Your rights

You have the right to:

ask for a copy of the information we hold about you;
ask us to correct information that is wrong or incomplete;
ask us to delete your information;
ask us to restrict how we use it;
object to our use of it where we rely on legitimate interests, and to stop marketing at any time;
receive information you gave us in a portable format, where the law allows; and
withdraw consent at any time, where we rely on it (this does not affect anything we did before).

Some rights have exceptions. To use any of them, contact us using the details in section 1. We will respond within one month and do not normally charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first at privacy@clean-slate.co.uk or by post. We will acknowledge your complaint within 30 days, look into it and tell you the outcome.

You can also complain to the Information Commissioner’s Office:

Website:org.uk/make-a-complaint
Phone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this notice

We may update this notice from time to time. The latest version will always be on this page.