Legal
Effective date: 1 October 2026 · Last updated: 1 October 2026
HARC Cleaning Contractors Ltd ("HCC", "we", "us" or "our") is committed to protecting and respecting your privacy.
HARC Cleaning Contractors Ltd is a private limited company registered in England and Wales under company number 13968830.
Registered office: 124 City Road, London, England, EC1V 2NX
For the purposes of UK data protection law, HARC Cleaning Contractors Ltd is the data controller responsible for the personal information described in this Privacy Policy.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you:
This policy does not currently cover recruitment or job applications, which may be covered by a separate privacy notice.
The personal information we collect depends on how you interact with us.
Enquiries and Quotations
When you contact us or submit an enquiry through our website, we may collect:
Customer and Service Information
When you become a customer, we may also collect and maintain information necessary to deliver and manage our services, including:
Property and Building Access Information
Where required to provide our services, customers may give us building-access information such as:
We treat this information as confidential and restrict access to those who reasonably require it to provide the contracted service.
Photographs and Videos
Our operatives or management team may take photographs or videos in connection with our services. These may include:
We aim to limit photographs to what is reasonably necessary for operational, quality-control and evidential purposes.
Communications
If you communicate with us by email, telephone, SMS or WhatsApp, we may retain information contained within those communications where necessary to manage our services or business relationship.
Payment Information
Payments may be processed through third-party payment providers including Stripe and GoCardless. HCC does not store full debit or credit card details. Payment providers may collect and process payment information directly in accordance with their own privacy policies and legal obligations. We may retain payment status, transaction references, invoice information and other accounting information required for our records.
Marketing Information
Where appropriate, we may keep information about:
We may collect personal information directly from you when you:
We may also receive personal information from third parties. These may include:
Where we receive your information from another organisation or person, we will only use that information where we have a lawful reason to do so.
Where required by law, we will provide appropriate privacy information to individuals whose personal information we receive indirectly, normally when we first contact them and within the period required by applicable data protection legislation.
We may use personal information to:
We will not use personal information for purposes that are incompatible with those described above unless permitted or required by law.
UK data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, we may rely on the following lawful bases.
Contract
We process information where it is necessary to:
Legitimate Interests
We may process information where this is necessary for our legitimate business interests and those interests are not overridden by your rights. Our legitimate interests may include:
Legal Obligation
We process certain information where necessary to comply with legal obligations, including:
Consent
Where the law requires consent, we will obtain it before using personal information for the relevant purpose. Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing that took place before consent was withdrawn.
To provide our services, we may need to provide relevant information to employees, contractors, supervisors and cleaning operatives assigned to a customer's site. This may include:
We aim to limit the information provided to what the relevant person reasonably needs to carry out their duties.
Access and security information should not be used for any purpose other than providing HCC's services.
We use trusted service providers to help operate our business. These may include:
These organisations may process personal information on our behalf or, in some circumstances, act as independent data controllers.
We only share information that is reasonably necessary for the relevant purpose.
We may also disclose personal information where required by law, court order or regulatory authority, or where reasonably necessary to establish, exercise or defend legal claims.
We do not sell personal information to third parties.
Some of the technology and service providers we use may process or store information outside the United Kingdom.
Where personal information is transferred outside the UK, we take reasonable steps to ensure that the transfer is made in accordance with applicable UK data protection law. Where required, this may include relying on:
We do not keep personal information indefinitely. Our normal retention periods are:
Unsuccessful Enquiries and Quotations
Normally up to 12 months after our last meaningful contact, unless there is a legitimate reason to keep the information for longer.
Active Customer Records
Customer and service records will generally be retained for the duration of our relationship with the customer. Relevant contractual and service records may then be retained for up to six years after the relationship ends where reasonably necessary for legal, contractual, accounting or dispute-resolution purposes.
Accounting and Invoice Records
Accounting, invoice and transaction records will normally be retained for at least six years, or longer where required by applicable tax, accounting or legal requirements.
Site Photographs and Videos
Routine site photographs and videos will normally be retained for between six and twelve months. They may be kept for longer where they relate to:
Complaints and Disputes
Records relating to significant complaints or disputes may normally be retained for up to six years after the matter is closed, where appropriate.
Access Codes and Security Information
Door codes, alarm codes, key-safe information and similar access information will normally be retained only while required to provide an active service. When a contract or service relationship ends, we will remove access information from active records as soon as reasonably practicable unless there is a legitimate or legal reason for retaining it temporarily.
Marketing Records
Marketing information will be retained for as long as we have an appropriate lawful reason to use it. Where somebody asks us not to send them marketing, we may retain a limited record of their contact details on a suppression or do-not-contact list so that we can continue to respect their preference.
Retention periods may be extended where information is required in connection with legal proceedings, regulatory investigations, tax requirements or other legal obligations.
HCC may from time to time send information about our services, including services that we believe may be relevant to existing or prospective business customers. This may include information about cleaning services, specialist cleaning services and related commercial services.
We will only send direct marketing where we are permitted to do so under applicable data protection and electronic communications laws. Depending on the circumstances, this may be based on:
Where consent is legally required for electronic marketing, we will seek appropriate consent before sending it.
Every person has the right to object to the use of their personal information for direct marketing. You can ask us to stop sending marketing communications at any time by:
Once you have opted out, we may retain limited information on a suppression list to ensure that we do not inadvertently contact you again for marketing purposes.
Operational communications concerning an active cleaning service are not marketing communications and may still be sent where necessary to provide or manage your service.
At the date of this Privacy Policy, HCC does not intentionally use advertising, behavioural-tracking or analytics technologies such as Google Analytics or Meta Pixel on its website.
Our website and hosting provider may use cookies or similar technologies that are strictly necessary for:
Strictly necessary technologies may not require consent where an applicable legal exemption applies.
If HCC introduces non-essential analytics, advertising or tracking cookies in the future, we will review our cookie practices, update the information provided to website visitors and obtain consent where required by law.
Users can also manage cookies through their browser settings, although disabling necessary technologies may affect website functionality.
We take the security of customer and business information seriously.
We use appropriate technical and organisational measures designed to protect personal information against:
Access to personal and confidential information is limited to staff, contractors and service providers who reasonably need access to perform their duties.
Particular care is taken with customer access information such as door codes, keys and alarm details.
Although we take reasonable precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.
HCC does not routinely seek or intentionally collect special category personal information through its website or normal cleaning operations.
Special category information can include information relating to an individual's health, ethnicity, religion, political beliefs, trade union membership, genetic or biometric information, or sexual orientation.
If such information is provided to us unexpectedly, we will only use or retain it where there is an appropriate lawful reason and condition for doing so.
Our services and website are not directed at children.
We do not knowingly collect personal information directly from anyone under the age of 18.
If we become aware that we have unnecessarily collected personal information relating to a child, we will take appropriate steps to remove it where required.
HCC does not currently use automated decision-making or profiling that produces legal or similarly significant effects on individuals.
Decisions relating to customers, quotations and services are made with human involvement.
Depending on the circumstances and applicable law, you may have the right to:
Access
Request confirmation of whether we hold your personal information and obtain a copy of information we hold about you.
Rectification
Ask us to correct inaccurate or incomplete personal information.
Erasure
Ask us to delete personal information in certain circumstances. This right is not absolute, and we may need to retain certain information to comply with legal obligations or establish, exercise or defend legal claims.
Restriction
Ask us to restrict how we use your personal information in certain circumstances.
Objection
Object to processing based on legitimate interests in certain circumstances. You have an absolute right to object to your personal information being used for direct marketing.
Data Portability
In certain circumstances, ask us to provide personal information you supplied to us in a structured, commonly used and machine-readable format or transfer it to another organisation.
Withdraw Consent
Where processing is based on your consent, you may withdraw that consent at any time.
You will not normally be required to pay a fee for exercising your data protection rights. We may need to verify your identity before responding to a request. We will respond to valid requests within the time required by applicable data protection law.
If you have concerns about how HCC collects or uses your personal information, we encourage you to contact us first so that we have an opportunity to resolve the matter.
You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Making a complaint to us does not affect your right to contact the ICO.
Our website may contain links to websites operated by third parties.
HCC is not responsible for the privacy practices, security or content of third-party websites.
We recommend reviewing the privacy information provided by any third-party website before providing personal information to it.
We may update this Privacy Policy from time to time to reflect:
The latest version will be published on our website and the effective or last-updated date shown at the top of this policy will be amended accordingly.
We encourage website visitors and customers to review this page periodically.
If you have a question about this Privacy Policy, how we use your personal information or would like to exercise a data protection right, please contact:
HARC Cleaning Contractors Ltd Company number: 13968830 Registered office: 124 City Road, London, England, EC1V 2NX Email: enquiries@hcc-ltd.com Telephone: 020 8087 0076