1. Who I Am

ShineByGrace is my domestic cleaning business, based in Wellingborough, Northamptonshire, England. I run it myself. This policy explains what personal information I hold about my customers and website visitors, why I hold it, and what your rights are. If you have any questions, please email me at [email protected].

2. What Information I Collect

Depending on how you use my service, I may hold:

Your contact details: name, address, phone number and email address
Details about your property: the address I clean, any access instructions you give me (for example a key safe code), and photos taken for reference during a visit. Access codes are stored in encrypted form.
Your bookings: visit dates and times, how long each visit took, and any notes about the work
Quotes and payments: quotes I send you, the price of each visit, and a record of payments received. If you pay by bank transfer I see the payer name and reference that your bank attaches to the payment.
Messages: anything you write to me by email, through the online chat assistant on my website, or through the customer portal
Customer portal account: if you use the customer portal, your email address and a password. Passwords are never stored in readable form.
Visit confirmation: my own location while I am at your property, so there is a record that the visit took place
Technical information: a login cookie if you sign in, and your device's notification details if you choose to switch on notifications

3. How I Use It

To give you a quote and arrange your cleaning visits
To plan my schedule and travel between visits
To send you booking confirmations, reminders and updates about your visits
To answer your questions and messages
To take payment and keep proper business accounts
To keep your account secure and confirm you are who you say you are when you log in

I only use your information to run my cleaning service. I do not use it for advertising, and I never sell it to anyone.

4. Who I Share It With

I never sell or rent your personal information. I share it only with:

Trusted service providers that help me run the business. They may only use your information to provide their service to me:
- Hosting and database providers that store my records. The database is kept in the United Kingdom (London).
- An email delivery service (Resend) for the emails I send you
- An artificial intelligence provider that powers the online chat assistant. When you use the assistant, your messages and, if you are logged in, your booking details are sent to that provider so it can reply. The provider does not use this information to train its models.
- Map and address services (Google, OpenStreetMap and postcodes.io) to check addresses and estimate travel times between visits
- Cloudflare, which protects my website and login pages from automated abuse
- My bank, which tells me when a payment arrives so I can match it to your account
The police, courts or regulators if I am required to by law

5. Online Chat Assistant and Automated Bookings

My website offers an online chat assistant that can answer questions about my service. If you are logged in to the customer portal, it can also book or cancel visits for you when you ask it to. I personally check every booking it makes, and you can always email me instead if you would rather deal with me directly. Conversations with the assistant on the public website are deleted automatically after a short time.

6. How Long I Keep It

I keep your information for as long as you are a customer and for a reasonable period afterwards in case you return. Records of quotes, invoices and payments are kept for as long as UK tax law requires. Login sessions expire automatically. If you ask me to delete your information, I will do so within 30 days, except for any records I am legally required to keep.

7. Cookies

I only use cookies that are needed for the website to work. If you log in to the customer portal, a cookie keeps you signed in and is removed when you log out or when your session expires. The bot-protection check on the login pages, provided by Cloudflare, may also store a small amount of information in your browser to tell people apart from automated programs. I do not use analytics, advertising or tracking cookies.

8. Your Rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to:

See the personal information I hold about you
Correct anything that is wrong or out of date
Ask me to delete your information
Receive a copy of your information in a format you can take elsewhere
Object to or ask me to limit how I use your information
Withdraw consent at any time where I rely on your consent

To use any of these rights, email me at [email protected]. I will reply within one month.

9. Keeping Your Information Safe

I take care to protect your information. My website uses secure connections, passwords are never stored in readable form, property access codes and my backups are encrypted, and nobody else has access to your details. No online service can promise complete security, but if I ever became aware of a problem affecting your information I would tell you promptly.

10. Changes to This Policy

I may update this policy from time to time. Any changes will be posted on this page with a new "last updated" date.

11. Contact and Complaints

If you have any questions or concerns about how I handle your information, please contact me at [email protected]. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Privacy Policy