1. Introduction
Vaxlimo Ltd (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit our website (vaxlimo.com), use our services, or interact with us in any way.
This policy is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read it carefully to understand our practices regarding your personal data.
2. Data Controller Information
For the purposes of data protection legislation, the data controller is:
- Company: Vaxlimo Ltd
- Address: Kossuth Lajos sugárút 8, 6720 Szeged
- Email: support@vaxlimo.com
- Phone: 020 7946 0321
- Data Protection Officer: support@vaxlimo.com
3. What Personal Data We Collect
We may collect and process the following categories of personal data:
3.1 Information You Provide Directly
- Identity data: Full name, title
- Contact data: Email address, telephone number, postal address
- Service data: Details about your property, cleaning preferences, access arrangements
- Communication data: Messages, enquiries, and feedback you send us
- Payment data: Bank details, payment card information (processed securely via our payment provider)
3.2 Information We Collect Automatically
- Technical data: IP address, browser type and version, operating system, device type
- Usage data: Pages visited, time spent on pages, navigation paths, referring website
- Cookie data: Information collected through cookies and similar tracking technologies (see Section 9)
4. Lawful Basis for Processing
We process your personal data on the following legal grounds as permitted under UK GDPR:
- Contract performance (Article 6(1)(b)): Processing necessary to fulfil our cleaning service agreements with you, including booking management, service delivery, and invoicing.
- Legitimate interests (Article 6(1)(f)): Processing necessary for our legitimate business interests, such as improving our services, marketing to existing clients, and maintaining security. We always balance our interests against your rights.
- Consent (Article 6(1)(a)): Where you have given us explicit consent to process your data for specific purposes, such as receiving marketing communications or the use of non-essential cookies.
- Legal obligation (Article 6(1)(c)): Processing necessary to comply with legal and regulatory requirements, including tax and accounting obligations.
5. How We Use Your Data
We use your personal data for the following purposes:
- To provide and manage our cleaning services
- To process and confirm bookings
- To communicate with you about your service, including appointment reminders
- To process payments and maintain financial records
- To respond to your enquiries and support requests
- To send marketing communications (only with your consent)
- To improve our website, services, and customer experience
- To comply with legal and regulatory obligations
- To detect, prevent, and address fraud or security issues
6. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:
- Client records: Retained for the duration of our business relationship plus 6 years (in line with HMRC requirements)
- Enquiry data: Retained for 12 months from the date of your last interaction if no booking is made
- Marketing consent records: Retained for 3 years from the date consent was given, unless renewed
- Website analytics: Retained for 26 months
- Financial records: Retained for 7 years as required by law
When data is no longer required, we securely delete or anonymise it.
7. Third-Party Sharing
We may share your personal data with the following categories of third parties:
- Payment processors: To securely process your payments
- IT and hosting providers: Who maintain our website and systems
- Accountants and auditors: For financial and tax compliance purposes
- Insurance providers: In the event of a claim related to our services
- Legal advisors: If required in connection with legal proceedings
- Regulatory authorities: Such as HMRC or the Information Commissioner’s Office, where legally required
We do not sell, rent, or trade your personal data to any third parties for marketing purposes. All third-party processors are contractually bound to protect your data to the same standards we apply.
8. International Transfers
Your personal data is primarily stored and processed within the United Kingdom. In cases where data may be transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the Information Commissioner’s Office or transfers to countries with an adequacy decision.
9. Cookies
Our website uses cookies and similar technologies. Cookies are small text files stored on your device that help us provide a better user experience.
9.1 Types of Cookies We Use
- Essential cookies: Required for the website to function properly (e.g., cookie consent preferences). These cannot be disabled.
- Analytics cookies: Help us understand how visitors use our website, enabling us to improve content and structure.
- Functional cookies: Remember your preferences and settings for a personalised experience.
9.2 Managing Cookies
When you first visit our website, you will be presented with a cookie consent banner. You may accept or decline non-essential cookies. You can also manage cookies through your browser settings at any time. Please note that disabling certain cookies may affect your experience on our site.
10. Your Rights Under UK GDPR
Under the UK GDPR, you have the following rights regarding your personal data:
- Right of access: You can request a copy of the personal data we hold about you (Subject Access Request).
- Right to rectification: You can request correction of any inaccurate or incomplete personal data.
- Right to erasure: You can request deletion of your personal data where there is no compelling reason for its continued processing.
- Right to data portability: You can request your personal data in a structured, commonly used, machine-readable format.
- Right to restrict processing: You can request that we limit the processing of your personal data in certain circumstances.
- Right to object: You can object to the processing of your personal data where we rely on legitimate interests or for direct marketing.
- Right to withdraw consent: Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact us at support@vaxlimo.com. We will respond within one month of receiving your request, as required by law.
11. Right to Complain
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
- Website: https://ico.org.uk
- Phone: 0303 123 1113
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
We would appreciate the opportunity to address your concerns before you approach the ICO, so please contact us in the first instance.
12. Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data storage, secure server infrastructure, restricted staff access, and regular security reviews.
13. Children’s Data
Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will take steps to delete it.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. The “Last updated” date at the top of this page indicates when the policy was last revised. We encourage you to review this page periodically.
15. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
- Email: support@vaxlimo.com
- Phone: 020 7946 0321
- Post: Vaxlimo Ltd, Kossuth Lajos sugárút 8, 6720 Szeged