Privacy Policy

1. Who we are

ACE Window & Cleaning Services Ltd (“ACE”, “we”, “us”) is an external cleaning and facilities management company based at Unit 19, Codnorgate Industrial Estate, Ripley, DE5 3NW. We provide residential and commercial cleaning and property services across Derby & the wider Midlands. This policy explains how we collect, use and protect your personal data when you contact us, request a quote, or use our services.

2. What data we collect

We collect personal data in the following ways:

• Enquiries and quotes — when you submit our contact or quote form, we collect your name, business name (if applicable), email address, phone number, the service you're interested in, and any details you give us about your site(s).
• Service delivery — to provide and schedule services we hold your name, address and contact details, site access information, and records of the work carried out.
• Payments — payment is handled securely through our payment provider, GoCardless, for Direct Debit, or taken as cash/card per our Terms & Conditions. We do not store full card or bank details ourselves.
• Communications — records of your calls, emails and messages with us, and (with your consent) optional text reminders the evening before a scheduled visit.

3. How we use your data

We use your personal data to:

• Respond to your enquiries and provide quotes
• Deliver, schedule and manage the services you have requested
• Process payments and maintain accurate billing records
• Communicate with you about your service, including reminders and updates
• Meet our legal, regulatory and insurance obligations
• Improve our services, website and customer experience

We never sell your personal data to third parties.

4. Legal basis

Under the UK GDPR we rely on the following lawful bases: consent when you submit an enquiry or opt in to reminders; contract when delivering services you have requested; and legitimate interests and legal obligations for record-keeping, billing, insurance and compliance. You can withdraw your consent at any time.

5. Cookies

Our website does not use marketing or tracking cookies. Any essential functionality used by the site is minimal and necessary for the site to work. When you visit our payment provider, GoCardless, their own cookie and privacy notices apply to that part of the process.

6. Sharing your data

We only share your data with trusted third parties where necessary to deliver our services, including our payment provider (GoCardless), our lead-handling and email tools, and any sub-contractors involved in delivering specific work on your site. We may also disclose information where required by law. All third parties we work with are expected to handle your data securely and in line with the law.

7. How long we keep your data

We keep your personal data only for as long as we need it to deliver services, respond to enquiries, and meet our legal, accounting and insurance obligations. Enquiry data is retained for a reasonable period to allow follow-up; customer records are kept for the duration of our relationship and afterwards as required for accounting and liability purposes.

8. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Access to your data is restricted to staff who need it to do their jobs.

9. Your rights

Under the UK GDPR you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate or incomplete data
• Request erasure of your personal data (the “right to be forgotten”)
• Restrict or object to how we process your data
• Receive a copy of your data in a portable format
• Withdraw consent at any time (where we rely on consent)

To exercise any of these rights, contact us using the details below. If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

10. Contact

If you have any questions about this policy or how we handle your personal data, please contact us:

11. Changes to this policy

We may update this policy from time to time. The “last updated” date above will reflect the most recent revision. We encourage you to review this page periodically.