PASSMORE CLEANING LTD
VAT No. GB 307 8401 15
Company No. 10779952
Tel: 01326 333 565
Privacy Notice
Last updated: 5 November 2026
1. About this Privacy Notice
Passmore Cleaning Limited is committed to protecting your personal information and handling it responsibly.
This Privacy Notice explains how we collect, use, store and protect personal information in connection with our commercial cleaning services, business relationships, enquiries, recruitment and website.
It applies to customers, prospective customers, business contacts, suppliers, job applicants, website visitors and other individuals whose information we process.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations 2003 (PECR).
Data Controller: Passmore Cleaning Limited
Company Registration Number: 10779952
Business Address: The Old Post Office, The Moor, Falmouth, Cornwall, TR11 3QA
Telephone: 01326 333565
Privacy Enquiries: accounts@passmorecleaning.co.uk
Website: https://passmorecleaning.co.uk
Passmore Cleaning Limited is responsible for deciding how and why personal information is processed for the activities covered by this notice.
2. The Personal Data We Collect
The information we collect depends on your relationship with us and the reason for our contact.
Customer and business contact information
This may include:
- Name and contact details, including email address and telephone number.
- Business or organisation name, job title and professional responsibilities.
- Business and service-location addresses.
- Cleaning requirements, property details and requested services.
- Enquiries, quotations, contracts and relevant correspondence.
- Service delivery, client feedback and complaint records.
- Billing, payment and relevant financial administration information.
- Marketing preferences and records of any objections to marketing.
Prospective business contacts
Where we identify organisations that may benefit from our services, we may collect limited professional information, including names, job titles, business email addresses, telephone numbers and organisation details.
Where relevant, we may also record where the information was obtained, previous correspondence and whether a person has requested not to be contacted.
Recruitment information
If you apply to work with Passmore Cleaning, we may collect information relevant to your application, including your contact details, CV, employment history, experience, qualifications, availability and information provided during recruitment.
Where necessary and legally permitted, we may also process information relating to recruitment checks, eligibility to work or reasonable adjustments. Additional information about the processing of employee and worker information is provided through our employment privacy documentation.
Website information
When you visit our website, limited technical information, such as IP addresses, browser details and website usage information, may be processed by our hosting, security or website services.
Further information about cookies and similar technologies is provided in our Cookie Policy.
We do not intentionally collect sensitive personal information for business marketing purposes.
Where special-category information or criminal offence information is required for legitimate employment, recruitment, health and safety or legal purposes, we process it only where the relevant legal conditions are satisfied and apply additional safeguards.
3. How We Collect Personal Information
We collect information in several ways.
Direct enquiries
When you contact us through our website, telephone, email or other communication channels, we collect the information you choose to provide so that we can respond to your enquiry.
This includes requests for cleaning quotations, site visits, temporary cleaning cover and other services.
Existing business relationships
We collect information through quotations, contracts, service delivery, meetings, correspondence, account administration and ongoing communication with our clients and suppliers.
Business development and prospecting
Our team identifies organisations that may benefit from our commercial cleaning services.
We may obtain relevant professional contact details from publicly available business information, including:
- Company and organisation websites.
- Public business directories.
- Public professional profiles.
- Public business registers.
- Business introductions and referrals.
We may also meet prospective clients through business visits, networking, introductions and direct conversations.
Where appropriate, we retain relevant information from these interactions to manage enquiries and potential business opportunities.
Our business prospecting is carried out directly by our team. We do not currently use external marketing agencies to send prospecting emails on our behalf.
Job applications
We collect information directly from candidates who apply through our website, by email or through other recruitment channels.
Website activity
Certain technical information may be collected automatically when you visit our website, depending on the technologies used and your cookie preferences.
4. How and Why We Use Your Personal Information
We only use personal information where we have a lawful basis for doing so.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries, arranging visits and preparing quotations | Taking steps before entering into a contract at your request, or our legitimate interests in responding to business enquiries |
| Managing client relationships, contracts and cleaning services | Contractual necessity where applicable, legitimate interests in providing and managing our services, and relevant legal obligations |
| Maintaining business records, invoicing and financial administration | Contractual necessity, legitimate interests and legal obligations |
| Identifying and contacting suitable prospective business customers | Legitimate interests in developing our business, where permitted by marketing law, or consent where required |
| Managing recruitment and assessing applications | Steps before entering into an employment contract, legitimate interests and legal obligations, as applicable |
| Maintaining website security and protecting information | Legitimate interests in protecting our systems and relevant legal obligations |
| Handling complaints, incidents and legal matters | Legal obligations and legitimate interests in protecting our business and resolving issues |
Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate and whether those interests are outweighed by the rights and freedoms of the individuals concerned.
Where consent is required, we will request it appropriately. Consent may be withdrawn at any time.
5. Business Development and Marketing Communications
As a commercial cleaning company, we actively seek opportunities to work with organisations that may benefit from our services.
We may contact relevant business representatives to introduce Passmore Cleaning Limited, explain our commercial cleaning services or explore potential business opportunities.
These approaches may take place by email, telephone, in person or through other appropriate business communication channels.
Where we contact a business using publicly available professional information, we aim to ensure that:
- The contact is relevant to the organisation and the services being offered.
- We use only information reasonably necessary for the intended business contact.
- Our identity and the reason for the communication are clear.
- We comply with applicable direct marketing and data protection requirements.
- Individuals have a straightforward way to object to further marketing communications.
For business-to-business marketing, we may rely on legitimate interests where permitted by UK GDPR and PECR. Where prior consent is required, we will obtain it unless an applicable legal exception permits the communication.
You have the right to object to the use of your personal information for direct marketing at any time.
If you do not wish to receive further marketing communications from Passmore Cleaning, you can reply to our email or contact accounts@passmorecleaning.co.uk.
We will stop using your personal information for direct marketing following an objection. We may retain limited information on a suppression or do-not-contact record to ensure your preference is respected.
We do not sell business contact information to third-party marketing organisations.y use it per our instructions.
6. Website Enquiries and Contact Forms
When you submit an enquiry through our website, we use the information provided to respond to your request and, where appropriate, arrange a quotation or site visit.
If you proceed with our services, the relevant information becomes part of our ongoing customer relationship and service administration.
If an enquiry does not result in a contract, the information may remain in our enquiry records for a limited period, subject to our retention arrangements.
Submitting a website enquiry does not automatically subscribe you to a marketing mailing list.
We do not routinely use website enquiry submissions to build a separate list for unsolicited marketing campaigns.
We may follow up on the enquiry or quotation you requested, but any separate marketing communications must comply with applicable law.
Where information is required to prepare a quotation or provide a requested service, we will explain what is needed. Without sufficient information, we may be unable to respond fully to your request.
7. Information Collected from Public Sources
Where we obtain identifiable professional contact details from sources other than the individual, we comply with the relevant transparency requirements of UK GDPR.
We provide appropriate privacy information within a reasonable period and no later than one month after obtaining the information. Where we contact an individual before that point, we provide the relevant information at the first communication.
This Privacy Notice explains the categories of information we collect, the sources we use and the purposes for which information is processed.
You may contact us to ask about the source of personal information we hold about you.All third parties are required to respect your data’s confidentiality and only use it per our instructions.
8. Who We Share Information With
We may share relevant personal information where necessary with:
- Employees and authorised representatives involved in providing or managing our services.
- IT, website hosting, email and business administration providers.
- Accountants, payment and financial administration providers.
- Professional advisers, insurers and legal representatives.
- Approved service providers or subcontractors where necessary to fulfil an agreed service.
- Regulators, public authorities or law enforcement bodies where disclosure is required or permitted by law.
We limit information sharing to what is reasonably necessary for the relevant purpose.
Where a third party processes personal information on our behalf, we put appropriate contractual and security arrangements in place.
We do not share personal information with unrelated third parties for their own marketing purposes.
9. International Transfers
We use external technology and business service providers to support our operations.
Where personal information is transferred outside the United Kingdom and the transfer is subject to UK data protection restrictions, we ensure that appropriate safeguards are in place.
These may include UK adequacy regulations, approved contractual safeguards or another transfer mechanism permitted by law.
You may contact us for further information about relevant international transfers and safeguards.
10. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, contractual, operational and regulatory requirements.
Retention arrangements depend on the type of information involved.
Customer and contractual records: Retained while the relationship remains active and afterwards where necessary for financial, contractual, legal or regulatory purposes.
Enquiries and unsuccessful quotations: Reviewed and retained only where there is a legitimate reason to manage the enquiry, follow up an opportunity or maintain an appropriate business record.
Prospective business contact information: Retained while there is a genuine and appropriate business development purpose, subject to periodic review and deletion when no longer necessary.
Recruitment records: Retained in accordance with our recruitment and employment retention arrangements. Records relating to unsuccessful applicants are normally subject to a 12-month retention period.
Marketing objections: Limited information may be retained for as long as reasonably necessary to ensure that we respect a request not to receive further marketing communications.
Where information is no longer required, we delete, securely dispose of or anonymise it as appropriate.
You may contact us for further information about our retention arrangements.
11. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, misuse, disclosure, alteration or loss.
These measures include access controls, secure information storage, appropriate system protections and procedures for handling data protection concerns.
Access to personal information is restricted to individuals who require it for legitimate business purposes.
We investigate suspected personal data breaches and notify the Information Commissioner’s Office and affected individuals where required by law.
12. Your Data Protection Rights
Depending on the circumstances, you have the right to:
- Request access to the personal information we hold about you.
- Ask us to correct inaccurate or incomplete information.
- Request deletion of information where the right to erasure applies.
- Ask us to restrict certain processing activities.
- Object to processing based on legitimate interests.
- Object to direct marketing at any time.
- Request the transfer of certain personal information where the right to data portability applies.
- Withdraw consent where processing is based on consent.
- Exercise relevant rights concerning qualifying automated decisions.
These rights are subject to applicable legal requirements and exemptions.
You can exercise your rights by contacting accounts@passmorecleaning.co.uk or by writing to our business address.
Requests may be made verbally or in writing. We may need to verify your identity before providing certain information.
We respond to requests without undue delay and within the applicable statutory timescale. Most requests must be answered within one month, although extensions may apply in certain circumstances.
13. Data Protection Complaints
If you have a concern about the way Passmore Cleaning handles your personal information, please contact us using the details below.
Email: accounts@passmorecleaning.co.uk
Telephone: 01326 333565
Address: The Old Post Office, The Moor, Falmouth, Cornwall, TR11 3QA
You can raise a data protection complaint by email, telephone or in writing.
We will acknowledge receipt of a data protection complaint within 30 days, investigate the matter as appropriate, keep you informed of relevant progress and provide an outcome without undue delay.
You also have the right to raise a concern or make a complaint to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
14. Cookies and Website Technologies
Our website may use cookies and similar technologies to support essential website functions, security and, where enabled, website performance and analytics.
Where consent is legally required for non-essential cookies or technologies, we will obtain it before using them.
Further information is available in our Cookie Policy.
Our website may also contain links to external websites. We are not responsible for how those third parties handle personal information and recommend reviewing their privacy notices.
15. Changes to This Privacy Notice
We may update this Privacy Notice to reflect changes to our services, business activities, information processing practices or applicable legal requirements.
The latest version will be published on our website, with the date of the most recent update shown above.
For any questions about this Privacy Notice or our handling of personal information, please contact:
Passmore Cleaning Limited
The Old Post Office, The Moor, Falmouth, Cornwall, TR11 3QA
accounts@passmorecleaning.co.uk
01326 333565