Privacy Policy

Last updated: 26 October 2026

1. Who we are

Smartshine Cleaning Ltd, trading as Smart Shine, is responsible for the personal information described in this notice. We are registered in England and Wales under company number 16458595. Our registered office is Forma House, 40 Bowling Green Lane, London, EC1R 0NE.

For privacy enquiries or to exercise your rights, email info@smart-shine.co.uk, call 020 3576 6385, or write to our registered office marked “Privacy”.

2. Information we collect

When you contact us through this website, by email or by telephone, we collect the information you provide. This may include your name, email address, telephone number, business and premises details, postcode, cleaning requirements and correspondence. Our enquiry form identifies the fields needed to respond; telephone and message fields are optional.

When you use our website, our hosting provider, Squarespace, processes technical information such as your IP address, browser and device information, pages visited and the date and time of your visit. Cookie-based analytics depend on your cookie choices and our website settings.

Our enquiry form uses Google reCAPTCHA to distinguish genuine enquiries from automated spam. Google processes device, browser, IP address and interaction information for security and abuse prevention. We rely on our legitimate interests in protecting the form and our business from spam and misuse. Further information is available at https://policies.google.com/privacy.

If you become a customer, we also process relevant business contact details, agreed service arrangements, site access information, invoices, payment records and service communications. This notice covers website visitors, enquirers and customer contacts; separate information may apply to staff and job applicants.

Please do not include patient information, health details, payment-card details, passwords or alarm codes in our website enquiry form.

3. Why we use information and our lawful bases

We use enquiry and contact information to respond, discuss requirements, arrange site visits and prepare quotations. Where you are contracting personally, our basis is taking steps at your request before entering a contract. When you represent a business, we rely on our legitimate interests in responding to enquiries and developing business relationships.

We use customer information to organise and deliver cleaning services, communicate about the work and administer accounts. Our basis is performance of a contract where you are personally a party, or our legitimate interests in managing services and business relationships where you represent an organisation.

We process records where necessary to meet legal obligations, including accounting and tax requirements. We may also rely on legitimate interests to protect our website, prevent misuse, manage complaints and establish, exercise or defend legal claims.

Where cookies require consent, we rely on the choices you make through our cookie controls. See our Cookie Policy for more information.

Submitting an enquiry does not itself sign you up to a marketing mailing list. Any electronic marketing must have an appropriate lawful basis and comply with applicable marketing rules. You can object to direct marketing at any time by contacting us or using any unsubscribe option provided.

4. Who receives information

Our website and enquiry forms are provided by Squarespace. Our forms require an email address, so Squarespace stores submitter details and submissions in its Contacts/Form Submitters area. Form notifications are also emailed to info@smart-shine.co.uk and processed by the provider hosting that mailbox. We keep enquiry emails in that inbox and do not routinely copy them into a separate CRM or spreadsheet.

The enquiry forms checked on this website are not connected to Google Drive, Zapier or Mailchimp. Google reCAPTCHA processes information for form security as explained above. Relevant information may also be shared with personnel involved in delivering your service, professional advisers, insurers or public authorities where necessary and lawful. We do not sell your personal information.

Squarespace explains its processing at https://www.squarespace.com/privacy. External websites linked from our site, including Google and Instagram, have their own privacy notices.

5. International processing

Squarespace and other service providers may process information outside the UK. Where a restricted transfer takes place, UK data protection law requires a valid transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards. Contact us for information about the safeguards relevant to your data.

6. How long information is kept

We retain information only for as long as needed for the purpose for which it was collected. For enquiries, this depends on whether discussions remain active and whether a service relationship follows. For customer and financial records, we consider the contract, statutory accounting and tax retention requirements, and the period during which a complaint or legal claim may arise. Information needed for an ongoing dispute or legal obligation may be retained longer. Cookie lifetimes are explained in our Cookie Policy. You can contact us for details relevant to your records.

7. Your rights

Depending on the circumstances, you may have rights to access and correct your personal information, request erasure, restrict processing, receive portable information, and object to processing based on legitimate interests. You have an absolute right to object to direct marketing. Where we rely on consent, you can withdraw it at any time; withdrawal does not affect earlier lawful processing. These rights are subject to applicable conditions and exemptions.

Contact info@smart-shine.co.uk to make a request. We may need to confirm your identity. We will respond within the period required by UK data protection law, normally one month.

You can complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or on 0303 123 1113. You do not have to contact us before approaching the ICO, although we welcome the opportunity to resolve concerns.

8. Updates

We may update this notice to reflect changes to our services, systems or legal requirements. The date above identifies the latest revision.