Enquiries and quotes
We use the details you send to respond, quote and arrange cleaning work.
Portals and records
Client and staff portals will need account, login, booking and security data.
Cookies
Optional analytics cookies are only used if you allow them in the cookie choices banner.
Who we are
Omni Professional provides cleaning services in Long Eaton and nearby areas. For the purposes of UK data protection law, Omni Professional is the controller for personal information collected through this website, direct enquiries, customer records and Omni portals where they are provided.
For privacy questions or requests, contact us at Sean@omniprofessional.co.uk and Kim@omniprofessional.co.uk, or call 0800 999 1069.
What information we collect
We collect information that you choose to provide when you ask for a quote, contact us, book a service, use a portal, send photos or communicate with us by website form, phone, email, WhatsApp, Facebook or another contact route.
Contact and enquiry details
- Name, email address, phone number and preferred contact route.
- Town or area, postcode, requested service, enquiry type and message.
- Property type, cleaning frequency, rooms or site size, current property condition, deadline, photo availability and lead source.
Customer and service records
- Agreed work, service address, access notes, visit history and customer messages.
- Invoices, payment status, accounting records, complaints and service notes.
- Photos or attachments you send to help us quote, prepare, complete or evidence work.
Website and portal data
- Landing page, referrer and UTM campaign values where present in the URL.
- Account login details, portal user roles, booking requests and support messages where a portal is used.
- Basic technical, security, anti-spam and login activity information.
Please do not send sensitive personal information unless it is genuinely needed for the enquiry or service, such as safety, access or vulnerability information that we need to handle the job properly.
Client and staff portals
Where we provide a client portal, we may use customer information that was previously provided by contract, quote, message, in writing, in person or through existing service records. This may be used to create or invite you to an account, show bookings, manage service requests, send account messages, provide documents or support customer service.
Where we provide a staff portal, we may process staff, contractor or helper information needed for scheduling, job allocation, route planning, operational messages, access control, timesheets, mileage, internal records and service delivery. Staff and contractor data may need a more detailed internal privacy notice where payroll, HR, DBS, training, emergency contact or performance records are involved.
Portal systems require security controls. This means we may process login activity, device or browser information, password reset records, access logs and abuse-prevention data to keep accounts safe.
Existing clients and portal invitation emails
We may contact existing clients using contact details they have already provided to us so we can send service administration messages, invite them to use a client portal, explain account access, confirm bookings, share important updates or support the services they receive.
If we send promotional or marketing emails, we will only do so where permitted by law and will provide a clear way to opt out. You can ask us not to send non-essential follow-up, review request or marketing messages at any time.
AI-assisted tools
We may use AI-assisted tools and automation to help with business administration, such as drafting replies, summarising enquiries, organising tasks, improving website content, checking records, supporting scheduling or helping us understand customer service themes.
Where AI-assisted tools process personal information, we use them as support tools rather than as the final decision-maker. We aim to limit the personal information shared with those tools to what is necessary, avoid sending unnecessary sensitive information, and keep human responsibility for customer, staff, pricing, booking and service decisions.
We do not use personal information to train public AI models for Omni Professional's own purposes. If an AI or automation provider processes personal information for us, we treat that provider like any other service provider and expect appropriate confidentiality, security and transfer safeguards.
Where information comes from
Most information comes directly from you. Some information may come from existing written contracts, quote notes, booking records, in-person information you gave us, messages from your household or business, website forms, portal activity, referral URLs or the providers used to send and protect the form. If you contact us through WhatsApp, Facebook, Google or another third-party service, that service may also process information under its own privacy notice.
How we use information and our lawful bases
| Purpose | Examples | Lawful basis |
|---|---|---|
| Responding to enquiries and preparing quotes | Replying to messages, checking location and service fit, asking follow-up questions and providing price or availability information. | Contract or steps before entering into a contract. Legitimate interests in running the business and responding to enquiries. |
| Providing cleaning services | Arranging visits, managing access notes, service requirements, customer preferences and communications about booked work. | Contract. Legitimate interests in managing work safely and effectively. |
| Client portal accounts | Creating accounts, inviting existing clients, managing bookings, sharing service information and responding to portal messages. | Contract where the portal supports services. Legitimate interests in providing a convenient customer service route. |
| Staff portal and operations | Scheduling, job allocation, operational messages, internal records, access controls, mileage and timesheet workflows where applicable. | Contract, legal obligation and legitimate interests, depending on the staff or contractor relationship and the type of record. |
| Business administration and records | Invoices, accounting, customer history, complaint handling, insurance, legal claims and record keeping. | Legal obligation where records are required. Legitimate interests in managing the business and protecting legal rights. |
| Website, portal security and spam prevention | Bot checks, form protection, rate limiting, login security, password reset controls, security logs and abuse prevention. | Legitimate interests in keeping the website, portals and contact routes secure. |
| Understanding enquiry sources | Using page, referrer, campaign and lead source information to understand which pages or campaigns generate enquiries. | Legitimate interests in improving the website. Consent is used before optional Google Analytics cookies or similar analytics tracking are activated. |
| AI-assisted administration and automation | Using support tools to draft, summarise, organise, quality-check or route information, with human responsibility for decisions that affect customers, staff or services. | Legitimate interests in running the business efficiently and improving service quality. Contract where the activity supports requested services. |
| Service follow-up and reviews | Checking that work went well, asking for feedback or inviting a review where appropriate. | Legitimate interests in improving our service and reputation. You can object to this at any time. |
Who we share information with
We do not sell personal information. We only share it where needed for the purposes above.
- Website, portal and hosting providers: providers that host, secure and deliver the website or portals, including Cloudflare where used.
- Contact form providers: Web3Forms is used to deliver website form submissions when the online form is active.
- Email, phone and messaging services: providers used to receive and reply to enquiries, including email, WhatsApp and Facebook if you use those routes.
- Internal systems: successful enquiries and customer records may be mirrored to Omni systems so enquiries, bookings, client portal accounts or staff operations can be managed.
- AI-assisted and automation providers: tools may help us draft, summarise, organise or check information, but they should not be used as the final decision-maker for customer, staff, pricing, booking or service decisions.
- People helping provide the service: team members or trusted helpers may receive the details needed to deliver booked work.
- Professional and legal recipients: accountants, insurers, legal advisers, regulators or public authorities where reasonably necessary.
International transfers
Some service providers may process information outside the UK. Where this happens, we rely on the provider's published safeguards, such as UK adequacy arrangements, the UK International Data Transfer Agreement, the UK addendum to EU standard contractual clauses or equivalent lawful transfer mechanisms.
How long we keep information
We keep personal information only for as long as reasonably needed for the purpose it was collected.
- Enquiries that do not become bookings are usually kept for up to 24 months after the last contact, unless we need them longer for a dispute, complaint or legal reason.
- Customer, booking, invoice and accounting records may be kept for up to 6 years after the end of the relevant financial year, or longer if needed for legal, tax, insurance or dispute reasons.
- Portal account records are kept while the account is active and for a reasonable period afterwards for service, security, accounting, dispute or legal reasons.
- Staff or contractor operational records are kept for periods appropriate to the type of record, the working relationship and legal or accounting requirements.
- Photos or detailed property notes are kept only for as long as useful for quoting, preparing, carrying out or evidencing the relevant work.
- Website, portal security and form protection logs are kept for a limited period appropriate to security and abuse prevention.
- The contact form cooldown stored in your browser is designed to last for about 60 seconds after a form submission and is then removed by the site.
Cookies and similar technologies
Current position: the public website asks for consent before using optional Google Analytics cookies. If you reject analytics, the website should still work normally and analytics storage remains denied.
The site may use strictly necessary or security-related technologies, including Cloudflare security features, Cloudflare Turnstile where the form is protected, and a short browser local storage value that prevents repeated contact form submissions for about one minute. These are used to provide the contact form and protect the site from spam or abuse.
When client or staff portals are provided, they will need strictly necessary cookies or similar technologies for login sessions, account security, password reset flows, fraud and abuse prevention, load balancing, remembering essential security choices and keeping the portal working. These do not normally need an accept-or-reject cookie banner, but they should be explained clearly.
We use Google Analytics only after consent to understand which public website pages are useful, which contact routes people use and how the website can be improved. We do not use Google Analytics for advertising retargeting, and we avoid sending names, email addresses, phone numbers, postcodes or message content to Google Analytics.
You can use the cookie settings link in the website footer to change your analytics choice. If you reject or withdraw analytics consent, we ask Google Analytics to deny analytics storage and the site attempts to remove Google Analytics cookies from this domain.
External services such as WhatsApp, Facebook, Google Business Profile and Google Reviews may set cookies or use similar technologies when you leave this website or interact with their services. Their own privacy and cookie notices apply.
- Useful: secure login sessions
- Useful: anti-spam protection
- Useful: portal preferences
- Optional: privacy-friendly analytics
- Avoid: ad retargeting without a clear reason
Your rights
Depending on the circumstances, you have rights under UK data protection law. These may include the right to:
- ask for a copy of personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information where there is no good reason for us to keep it;
- ask us to restrict how we use information;
- object to processing based on legitimate interests;
- ask for information you provided to be transferred where the right to data portability applies; and
- withdraw consent where we rely on consent.
Your right to object
You can object to processing based on legitimate interests, including service follow-up, review request or non-essential marketing messages. We will consider the request and stop where we do not have a compelling reason to continue.
Complaints
If you are unhappy with how we handle your information, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator.
ICO website: https://ico.org.uk/make-a-complaint/
Automated decision-making
We may use automation or AI-assisted tools to support administration and service delivery, but we do not use personal information for solely automated decisions that have legal or similarly significant effects on you. A person remains responsible for decisions about services, pricing, bookings, customer accounts and staff matters.
Security
We use reasonable technical and organisational measures to protect personal information. No website, email, portal or messaging service can be guaranteed to be completely secure, so please avoid sending unnecessary sensitive information.
Changes to this notice
We may update this privacy policy as the website, portals, contact form, service providers or legal requirements change. The latest version will be published on this page.