Papaya Clean Privacy Policy
Version 2.0 — Effective November 2025
Papaya Clean respects your privacy and is committed to handling your personal information responsibly, lawfully, and transparently. This Privacy Policy explains what information we collect, how we use it, and the rights you have under UK data protection law.
This policy applies to our website https://papayaclean.co.uk (“Website”) and to all customer interactions including quotes, bookings, and the physical delivery of our cleaning services (“Services”).
By using our Website or Services, you agree to the practices described in this Privacy Policy.
1. Who We Are
Papaya Clean is an independent cleaning company providing gutter and solar panel cleaning across Wiltshire.
Data Controller: Papaya Clean
Responsible Person: Mr. Denis Otto
Address: 20 Elm Close, Melksham, SN12 6SD
Email: contact@papayaclean.co.uk
2. Information We Collect
2.1 Information You Provide
We collect and process the following personal data when you request or receive our services:
- Name
- Address and property location details
- Email address
- Telephone number
- Before-and-after photos of gutters and/or solar panels (for service verification)
- Details about the requested service (e.g. property type, job notes)
You may provide this information through:
- Our online quote forms
- Email or telephone enquiries
- In-person discussions or on-site visits
- Acceptance of a quote or booking confirmation
We do not collect or process payment card information. Payments are made via direct bank transfer only.
3. How We Use Your Information & Lawful Bases
| Purpose | Example Activity | Lawful Basis |
|---|---|---|
| Preparing and providing quotes | Responding to website or phone enquiries | Legitimate interests (pre-contract communication) |
| Delivering our services | Scheduling, cleaning, invoicing | Contract performance |
| Customer communication | Appointment confirmations, operational reminders, issue resolution | Contract performance / Legitimate interests |
| Record keeping & accounting | Using QuickBooks for invoices and service history | Legal obligation / Legitimate interests |
| Marketing communication (opt-in only) | Annual reminders, offers, and tips via email or SMS | Consent |
| Photo evidence & quality assurance | Before/after service images | Legitimate interests (proof of work, customer assurance) |
| Legal & compliance purposes | Responding to lawful requests or protecting our business | Legal obligation / Legitimate interests |
We do not conduct any automated decision-making or profiling using your data.
4. Marketing Communications
We only send marketing messages (such as discounts or annual service reminders) to customers who have explicitly opted in.
You may opt in:
- When submitting the Annual Reminder form at the bottom of our website, or
- By ticking the marketing consent checkbox when accepting a quote.
You may withdraw consent for marketing at any time by:
- Clicking the “unsubscribe” link in an email
- Replying “STOP” to an SMS
- Emailing us directly at contact@papayaclean.co.uk
Withdrawing consent will not affect service-related or operational communications (e.g. appointment confirmations or day-before reminders).
5. Operational Reminders (Non-Marketing)
Customers who have booked a service will receive operational reminders and updates by email or SMS — for example, confirmation of a booking or a reminder the day before we attend.
These messages are essential to providing our services and are not marketing communications.
6. Automatically Collected Information
Our website may collect limited technical information such as:
- IP address
- Browser type and device information
- Pages visited and time spent on site
We use this only to monitor website performance and security. This information is not personally identifiable and is not shared with third parties.
7. Cookies and Tracking
We currently do not use cookies or similar tracking technologies for analytics or marketing.
If we introduce cookies in the future, we will update this Policy and display a clear cookie consent banner so you can choose which cookies to allow or decline.
8. Sharing and Third-Party Processors
We do not sell or share your information with third parties for marketing purposes.
However, we do use trusted processors to help us deliver our services safely and efficiently:
| Processor | Purpose | Location |
|---|---|---|
| IONOS | Website hosting and email services | UK / EEA |
| QuickBooks (Intuit) | Accounting and invoice management | UK / EEA / USA (protected by approved safeguards) |
| Apple iCloud | Secure file storage and backup | UK / EEA / USA (protected by approved safeguards) |
| Voodoo SMS | Sending operational and marketing SMS messages | UK |
All processors act under our instruction, are contractually bound to protect your data, and implement appropriate security measures.
9. Data Security
We take appropriate technical and organisational steps to protect your information, including:
- Password-protected storage on Apple devices
- Encrypted iCloud storage for backups
- Limited access only to authorised personnel
- Secure password policies on all devices and accounts
While we maintain strong safeguards, no system can be guaranteed 100% secure. If a personal data breach occurs, we will notify the Information Commissioner’s Office (ICO) and any affected individuals where required by law.
10. Data Retention
We retain personal data only for as long as necessary for each purpose:
| Data Type | Retention Period |
|---|---|
| Quote details | 3 months |
| One-off service customer data | 2 years after service |
| Recurring service customer data | Duration of contract + 2 years |
| Before/after photos | We retain before and after images as part of our service record. These images are used primarily to evidence work completed and for quality assurance. We may also use selected images for marketing or website content but only where they do not identify a property or where the customer has given us explicit permission. Identifying details such as house numbers or car registrations are removed before any public use. |
| Marketing contact data (opt-in) | Until you withdraw consent or after 2 years of inactivity |
| Accounting records | Minimum 6 years (legal requirement) |
When data is no longer needed, it is securely deleted from all storage locations.
11. Your Data Rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you
- Rectify any inaccurate or incomplete data
- Request erasure of your data (“right to be forgotten”)
- Restrict or object to processing
- Data portability – request your data in a reusable format
- Withdraw consent for marketing at any time
- Complain to the ICO if you believe we’ve mishandled your data
We will respond to any rights request within one month of receipt.
To exercise your rights, email contact@papayaclean.co.uk.
12. International Transfers
Some of our processors (e.g. Intuit, Apple) may store or process data outside the UK.
Where this occurs, we ensure that appropriate safeguards are in place, such as the UK adequacy regulations or standard contractual clauses approved by the ICO.
13. Changes to This Policy
We may update this Privacy Policy to reflect legal, operational, or technological changes.
The latest version will always be available on our website, with the effective date clearly shown.
We will make reasonable efforts to notify active customers of significant updates.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or your personal data, please contact:
Papaya Clean
20 Elm Close, Melksham, SN12 6SD
contact@papayaclean.co.uk
If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.