Privacy Policy

This Privacy Policy explains how Q Kitchen Clean collects, uses, stores and protects personal information when you visit our website, submit an enquiry or communicate with us about our commercial kitchen cleaning services.

Q Kitchen Clean is a trading name operated by Q AUTO SPA LTD (Company Number: 16543625). Q AUTO SPA LTD is responsible for the personal information described in this policy.

1. Who We Are

Q Kitchen Clean provides commercial kitchen cleaning services for restaurants, cafés, catering businesses and other food service premises in Wallington and surrounding areas.

For data protection purposes, the organisation responsible for your personal information is:

Trading Name: Q Kitchen Clean

Legal Company Name: Q AUTO SPA LTD

Company Number: 16543625

Registered Address: 19 Bond Gardens, Wallington, England, SM6 7LW

Email: [email protected]

Telephone: +44 20 2744 4714

2. Personal Information We Collect

We may collect the following types of personal and business-related information when you contact us or use our website:

Contact details: Your name, email address and telephone number.
Business information: Business name and business type, such as restaurant, café or catering business.
Premises information: The postcode, approximate kitchen size and details of the premises where cleaning is requested.
Service requirements: Your selected cleaning services, preferred cleaning frequency, preferred site visit date and time, and information about the work required.
Communications: Messages, enquiries, correspondence and information you provide when discussing a quotation, booking or cleaning service.
Service and payment records: Records relating to accepted quotations, appointments, payments, deposits, invoices and refunds.
Technical information: Certain information about your visit to our website, such as IP address, browser type, device information and website usage data, which may be collected through cookies or similar technologies.

Please do not include sensitive personal information in website forms unless it is genuinely necessary for your enquiry.

3. How We Collect Your Information

We collect personal information through several channels, including:

Request a Quote forms submitted through our website.
Contact forms and general enquiries.
Email correspondence and telephone conversations.
Discussions and arrangements relating to site assessments, quotations and cleaning appointments.
Records created when providing an agreed cleaning service.
Website cookies and similar technologies, in accordance with our Cookie Policy and your cookie preferences.

We may also receive relevant business contact information from someone acting on behalf of a business when they arrange an enquiry or cleaning service for that business.

4. How We Use Your Information

We use personal information for the following purposes:

To respond to enquiries and requests for quotations.
To discuss cleaning requirements and assess whether our services are suitable.
To arrange and carry out on-site assessments.
To prepare quotations and confirm agreed cleaning services.
To arrange appointments and communicate with customers about scheduled work.
To manage deposits, offline payments, invoices and refunds.
To respond to questions, complaints and service-related concerns.
To maintain business, financial and service records.
To protect our website, prevent misuse and maintain the security of our business operations.
To comply with legal and regulatory obligations.

We will not use your enquiry information for unrelated purposes without a valid legal basis.

5. Lawful Bases for Processing

We process personal information under the lawful bases provided by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Taking Steps Before Entering into a Contract

We use this basis when you ask us to provide a quotation, discuss a cleaning requirement, arrange a site assessment or take other steps towards a potential service agreement at your request.

Contractual Necessity

We use this basis when processing information needed to manage an accepted quotation, arrange appointments, provide cleaning services and handle related payment arrangements.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests, including responding to business enquiries, maintaining customer communications, managing our operations, protecting our website, preventing misuse and handling potential disputes. We consider the impact on individuals and their rights before relying on this basis.

Legal Obligations

We process and retain certain information when required to comply with legal, accounting, tax or regulatory obligations.

Consent

Where consent is required, such as for certain non-essential cookies or direct marketing communications, we will ask for your consent before carrying out the relevant processing. You may withdraw consent at any time.

6. Sharing Your Information

We do not sell or rent personal information to third parties.

We may share relevant information with organisations that help us operate our website and business, including:

Website hosting and technical providers: To maintain website operation, hosting, security and technical support.
Email and communication providers: To receive, send and manage enquiries and customer correspondence.
IT and security providers: To maintain systems, protect information and resolve technical issues.
Professional advisers: Such as accountants, legal advisers and other professional service providers where their assistance is required.
Public authorities and regulators: Where disclosure is required by law or necessary to respond to a lawful request.

We only share information that is reasonably necessary for the relevant purpose. Organisations processing personal information on our behalf are required to handle it in accordance with applicable data protection requirements.

7. Website Payments

Q Kitchen Clean does not collect or process payments through this website.

All deposits, cleaning service payments and refunds are arranged and completed offline through direct communication with the customer.

We may retain payment-related records, such as payment dates, amounts, transaction references and invoice information, for business administration, accounting and legal purposes.

Customers should not submit bank card details or other payment credentials through our website forms or email enquiries.

8. Data Retention

We keep personal information only for as long as reasonably necessary for the purposes explained in this policy, including meeting legal, accounting and regulatory requirements.

Our retention approach includes the following:

Unsuccessful or general enquiries: Information is normally retained for up to 12 months after the last meaningful communication, unless a longer period is needed to resolve an outstanding matter or meet a legal requirement.
Customer and service records: Information relating to quotations, accepted bookings and completed services may be retained for up to six years after the relevant business relationship or service has ended, where needed for contractual, accounting, legal or dispute-related purposes.
Financial records: Payment and accounting records are retained for the periods required by applicable tax and accounting legislation.
Website technical and cookie information: Retention depends on the type of information, the purpose of collection and the settings of the relevant cookie or technology.

When information is no longer required, we will securely delete it or take steps to anonymise it.

9. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is restricted to people and service providers who need it for legitimate business purposes.

However, no method of transmitting or storing information online can be guaranteed to be completely secure. You should avoid sending payment credentials or unnecessary sensitive information through website forms or email.

10. International Data Transfers

Some service providers involved in website hosting, email, technical support or business administration may process information using systems located outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that an appropriate transfer mechanism and safeguards are in place as required by applicable data protection law. These may include UK adequacy regulations or approved contractual safeguards.

You may contact us if you would like further information about international transfers relevant to your personal information.

11. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences, understand website usage and maintain security.

Non-essential cookies will only be used where the required consent has been obtained. You can review and change your cookie preferences through the website's cookie settings.

For more information about the cookies used on our website, please read our Cookie Policy.

12. Your Data Protection Rights

Under applicable data protection law, you may have the following rights in relation to your personal information:

Right of access: To request a copy of the personal information we hold about you.
Right to rectification: To request that inaccurate or incomplete information is corrected.
Right to erasure: To request the deletion of your personal information in certain circumstances.
Right to restriction: To request that we limit how your information is processed in certain circumstances.
Right to data portability: To request certain information in a structured, commonly used and machine-readable format and have it transferred to another organisation where the legal conditions are met.
Right to object: To object to processing based on legitimate interests. You have an absolute right to object to the use of your personal information for direct marketing.
Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

These rights are subject to legal conditions and exemptions. Some rights will not apply to every type of processing.

To exercise a data protection right, please contact us at [email protected]. We may need to verify your identity before responding.

We will respond within the time limits required by applicable data protection law.

13. Marketing Communications

We do not use information submitted through our quotation or contact forms as automatic consent to receive marketing communications.

If we send direct marketing communications, we will do so only where permitted by applicable data protection and electronic marketing laws.

You can ask us to stop sending marketing communications at any time by contacting us using the details provided in this policy. Your request will not affect service-related communications needed to manage an enquiry or booking.

14. Automated Decision-Making

We do not use personal information submitted through our website to make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.

Enquiries and cleaning requirements are reviewed as part of our quotation and service arrangements.

15. External Websites

Our website may contain links to external websites. We are not responsible for the privacy practices, content or security of websites operated by other organisations.

When visiting an external website, you should read its privacy policy before submitting personal information.

16. Children's Information

Our commercial kitchen cleaning services are intended for businesses and food service premises. Our website is not designed to collect personal information from children.

If you believe that a child has submitted personal information to us unnecessarily, please contact us so that we can review the information and take appropriate action.

17. Complaints and the Information Commissioner's Office

If you have concerns about how we collect or use your personal information, please contact us first so that we can review your concerns.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113

18. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our business operations, website functionality or data protection requirements.

Any revised version will be published on this page. We encourage visitors and customers to review this policy periodically.

19. Contact Information

If you have questions about this Privacy Policy or how your personal information is handled, please contact us: