Privacy Policy

Germ Clean Ltd

Last updated: 22 October 2026

1. Introduction

Germ Clean Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, share and protect personal data when you visit our website, request quotations, book cleaning services, purchase products, enquire about franchises or otherwise interact with us.

We process personal data in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

2. Data Controller

Germ Clean Ltd
Company Number: 13770607
Ribble Saw Mill, Paley Road, Preston, PR1 8LT
Email: info@germclean.co.uk
Telephone: 0330 341 0989

Germ Clean Ltd is the data controller for personal information processed for its own business purposes.

Where an independent franchisee contracts directly with a customer, that franchisee may act as a separate data controller. Relevant responsibilities will be explained where applicable.

3. Information We Collect

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

Personal and contact details: Name, telephone number, email address, billing address and property address.

Booking information: Cleaning services selected, preferred dates, property details, access instructions, special requirements and booking history.

Transaction information: Amounts charged, invoices, payment references, payment status and refunds.

Online shop information: Products ordered, delivery details, returns and customer service correspondence.

Commercial information: Business names, job titles, work contact details, contract details and site instructions.

Franchise enquiries: Contact details, preferred territory, business experience and information voluntarily supplied during the application process.

Recruitment information: Applications, CVs, qualifications, interview records and other relevant recruitment information.

Technical information: IP addresses, browser and device information, security logs, cookie identifiers and website activity where collected.

Operational records: Job reports, communications, and photographs or videos where appropriate for cleaning verification or quality assurance.

4. How We Collect Information

We collect information directly when you complete forms, contact us, book services, place orders or provide information to our team.

We may also receive information from authorised representatives, landlords, letting agents, commercial clients, franchisees, payment providers and other relevant parties.

Certain technical information may be collected automatically through website systems and permitted technologies.

5. How We Use Your Information

We use personal information to:

Respond to enquiries and provide quotations.
Arrange, confirm and deliver cleaning services.
Process payments, invoices and refunds.
Fulfil cleaning product orders.
Manage customer accounts and communications.
Respond to complaints and resolve disputes.
Maintain cleaning records and quality standards.
Process franchise applications.
Manage recruitment.
Comply with legal and accounting requirements.
Protect our website and systems.
Send marketing communications where permitted.

We do not use personal information for unrelated purposes without an appropriate lawful basis.

6. Lawful Bases for Processing

We rely on the following lawful bases where applicable:

Contract: To provide quotations, bookings, cleaning services, orders and related customer support.

Legal obligation: To comply with accounting, tax and other applicable legal requirements.

Legitimate interests: To manage business operations, investigate complaints, maintain security, improve services and develop appropriate business relationships.

7. Payment Information

Residential customers receive a payment link after their booking request has been reviewed and confirmed.

Payment processing may be undertaken by an authorised external payment service provider.

The provider may collect payment card information directly through its secure systems.

Germ Clean ordinarily receives transaction information such as payment confirmation, amounts and references rather than full card details.

The relevant payment provider's privacy information will be made available when payment is requested.

8. Franchise Operators

Where cleaning work is allocated to an authorised independent franchisee, we may share the information reasonably necessary to arrange and deliver the service.

This may include customer contact details, service addresses, booking specifications and access instructions.

We will not provide unrestricted access to customer information across the franchise network.

Where an independent franchisee is the contracting provider, the customer will be informed of the responsible business.

9. Other Third Parties

We may share relevant personal information with:

Payment service providers.
Website and booking system providers.
IT and hosting providers.
Delivery and courier services.
Accountants and professional advisers.
Insurance companies.
Authorised cleaning personnel and franchisees.
Regulators or law enforcement authorities where legally required.

Where third parties act as processors on our behalf, appropriate data protection agreements will be used.

We do not sell personal information to data brokers.

10. Marketing Communications

We may send service updates, offers and information about Germ Clean products where permitted by law.

We will obtain marketing consent where required.

Customers can unsubscribe from promotional communications at any time.

Operational messages relating to bookings, orders or payments may still be sent where necessary.

11. Photographs and Cleaning Records

Our cleaning technicians may capture before-and-after photographs and maintain electronic job reports for service verification, quality assurance, health and safety or dispute resolution.

We aim to avoid photographing individuals, confidential documents or unnecessary personal belongings.

Photographs will not be published for marketing without an appropriate lawful basis and any required permission.

12. Cookies

Our website may use cookies for essential functions, security, analytics and marketing.

Non-essential cookies requiring consent will not be activated before the necessary consent is obtained.

Further information is provided in our separate Cookie Policy.

13. Data Security

We use appropriate organisational and technical safeguards to protect personal information.

These may include restricted access, secure accounts, password controls, encryption where appropriate, staff confidentiality obligations and secure third-party systems.

We review security arrangements according to the nature and risks of the information processed.

14. Data Retention

We retain personal information only for as long as necessary for the purpose for which it was collected, including legal, contractual and accounting requirements.

Retention periods vary according to the record.

Accounting and relevant tax records are generally retained for the applicable statutory period, commonly six years.

Customer service and contract records may be retained for an appropriate period where necessary for disputes or legal claims.

Marketing information is retained while there is a valid purpose and lawful basis, with appropriate suppression records maintained following opt-outs.

Franchise enquiries, recruitment records, photographs and website logs are retained according to documented schedules appropriate to their purpose.

Before publication, Germ Clean will confirm its specific retention schedule for each category of information.

15. International Transfers

Some third-party systems may process information outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate legal transfer mechanism or applicable adequacy arrangement.

Relevant safeguards will be assessed where required.

16. Sensitive Information

We do not routinely require sensitive personal information for standard cleaning bookings.

Where information about health, disabilities, allergies or other sensitive circumstances is necessary, we will process it only where an appropriate lawful basis and additional special-category condition apply.

We will minimise collection and restrict access.

17. Children's Information

Our website and online booking services are primarily intended for adults.

We do not knowingly collect unnecessary information directly from children.

Where cleaning services are delivered in schools, nurseries or family homes, personal information relating to children will be treated with appropriate care and confidentiality.

18. Your Data Protection Rights

Subject to applicable conditions and exemptions, you may have the right to:

Access personal information held about you.
Request correction of inaccurate information.
Request deletion in qualifying circumstances.
Restrict certain processing.
Object to processing based on legitimate interests.
Object to direct marketing.
Request data portability where applicable.
Withdraw consent where processing relies on consent.
Exercise applicable rights relating to solely automated decision-making.

To exercise these rights, email info@germclean.co.uk.

We will respond within the applicable legal timeframe, normally one month, subject to permitted extensions.

19. Automated Quotations

Our website may calculate cleaning prices automatically based on selected services and customer-provided information.

These calculations support quotation preparation and do not, by themselves, constitute decisions producing legal or similarly significant effects on individuals.

If we introduce qualifying automated decision-making, we will provide the additional information and safeguards required by law.

20. Personal Data Breaches

We maintain procedures for investigating and responding to suspected personal data breaches.

Where legally required, relevant incidents will be reported to the Information Commissioner's Office and affected individuals

21. Complaints

If you have concerns about our handling of personal information, please contact us first.

You may also complain to the Information Commissioner's Office:

Website: www.ico.org.uk
Telephone: 0303 123 1113

22. Policy Updates

We may update this Privacy Policy when our practices, systems or legal obligations change.

The latest version will be published on our website.

Where necessary, we will provide additional notice or obtain fresh consent.

23. Contact

Germ Clean Ltd
Ribble Saw Mill, Paley Road, Preston, PR1 8LT
Telephone: 0330 341 0989
Email: info@germclean.co.uk