Use of Personal Data
We at AMS Cleaning Ltd are committed to conducting its business in accordance with all applicable Data Protection laws and regulations, ensuring that your privacy is protected. This policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.
AMS Cleaning Ltd is fully committed to ensuring continued and effective implementation of this policy and expects all AMS Cleaning Employees and Third parties to share in this commitment.
Personal data is any information which relates to an identified or identifiable Natural Person.
This policy applies to all processing of Personal Data in electronic form (including electronic mail and documents created with word processing software) or where it is held in manual files that are structured in a way that allows ready access to information about individuals.
This notice informs you how we use the information you give us and how we protect your privacy.
1. What kinds of personal information about you do we process in connection with our products/services?
We offer cleaning services and to provide this service and to help with on going administration, we may need to collect personal data from individuals/customers (if relevant).The type of data we may collect is:
• Personal and contact details, such as title, full name, address and contact details.
• Your nationality, if needed for the product or service.
• Your date of birth, gender and/or age.
• Details of beneficiaries and next of kin.
• Records of your contact with us, via email, cell phone text messages and face book communication.
• Driving information, type of license and journey to work.
• Your marital status.
• Information about your employment status and history.
• Personal Information which we get from Credit Reference Agencies.
• Fraud and debt information, including details of money you owe, suspected instances fraud and theft and details of any devices used for fraud.
• Criminal records information, including alleged offences, for example.
• Information about your health.
• Financial details about you – Government repayment and personal account details for salary deposits.
• Insights about you gained from analysis or profiling.
• Tax information, if relevant.
• For business partners, suppliers and contractors information on the products and services you have with us, as well as have been interested in and the associated payment methods used.
• Details of Directors and partnerships (if any).
2. What is the source of your personal information?
We collect personal information from the following general sources:
• From you directly, and any family members, associates or beneficiaries of products/services;
• Information generated about you when you participate in our services;
• A customer who we work with to provide products/services;
• From other services such as Fraud Prevention Agencies, Credit Reference Agencies, other lenders, HMRC, DWP, publically available directories, (e.g. telephone directory, social media, internet, news articles, employment agencies).
3. What do we use you personal data for?
We use your personal data, including any personal data listed in point 1 above for the following purposes:
• Assessing an application for a product/service you hold with us, including considering whether or not to offer you the service, the price and the risk of doing so;
• Payment of salaries and wages.
• Managing product/services relating to the services or application for one;
• Updating your records, tracing your whereabouts, and recovering debt;
• Managing any aspect of the product/service;
• To perform and/or test the performance of our products/services and internal processes;
• To improve the operation of our business and that of our business partners;
• To follow guidance and best practice under the change to rules of governmental and regulatory bodies;
• For management and auditing of our business operations including accounting;
• To carry out checks at application and periodically after that;
• To monitor and to keep records of our communications with you and our staff;
• To administer our good governance requirements such as internal reporting and compliance and administration obligations;
• For market research and analysis and developing statistics;
• Communications relating to the provision of products/services sent to you by email, SMS, phone, post, social media and digital channel ie Face book;
• To develop new products/services and to review and improve current product/services;
• To comply with legal and regulatory obligations, requirements and guidance;
• To provide insight and analysis of our products/services to help improve or assess the operating of our business;
• To facilitate the sale of one of more parts of our business:
4. What are the legal grounds for our processing of your personal information (including when we share it with others)?
a) Where it is needed to provide you with our services, i.e
i) Assessing an application for a product/service you hold with us, including whether or not to offer you the product/service, the price, the payment method and the conditions to attach;
ii) Managing services you hold with us, or an application for one;
iii) Updating your records, tracing your whereabouts to contact you about your account and doing this for recovering debt (where appropriate);
iv) All stages and activities relevant to managing the product/service including enquiry, application, administration and managements of accounts;
v) For some of our profiling and decision making to decide whether to offer you the product/service.
b) Where it is in our legitimate interest to do so i.e
i) Managing your product/services relating to that, updating records, tracing your whereabouts to contact you about your account and doing this for recovering debt (where appropriate);
ii) To perform, test the performance of our products/services and internal processes;
iii) To follow guidance and recommended best practice of government and regulatory bodies;
iv) For management and audit of our business operations including accounting;
v) To carry out monitoring and to keep records of our communications with you and our staff;
vi) To administer our good governance requirements such as internal reporting and compliance obligations;
vii) For market research and developing statistics;
viii) Subject to appropriate controls, to provide insight and analysis of our services, helping to improve it and improve the operation of the business;
ix) For some of our decision making processes
x) As necessary for the running of our business or to comply with legal or regulatory obligations.
c) To comply with our legal obligations.
d) With your consent or explicit consent:
i) For some direct marketing communications;
ii) For some of our profiling
iii) For some of our processing of special categories of personal data such as about your health, if you are a vulnerable member of staff or have a criminal record.
iv) We will not sell or share your information with any other third parties unless we had received additional consent from you.
e) For public interest such as:
i) Processing of special categories of personal data about your health, criminal record or if you are vulnerable.
5. When do we share your personal information with other organisations?
We may share information with a third party for the purposes listed above:
i) Business partners ( e.g financial services institutions, insurers), account beneficiaries or others who are part of providing your services or operating our business;
ii) Governmental and regulatory bodies such as HMRC, the Financial Conduct Authority, the Prudential Regulation Authority, the Ombudsman, the Information Commissioner’s Office and under the Financial Services Compensation Scheme;
iii) Other organisations and businesses who provide services such as debt recovery, back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions;
iv) Credit reference and Fraud Prevention Agencies
v) Market Research organisations that help us to develop and improve our product/services.
6. How and when can you withdraw our consent?
Where we are relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the contact details in your policy document.
7. How do we share your information with credit reference agencies?
To process your application we’ll perform credit and identity checks with one or more credit reference agencies. We will use this information to
i) Verify the accuracy of the data you have provided to us;
ii) Prevent criminal activity, fraud and money laundering.
8. What should you do if your personal information changes?
1) You should tell us so that we can update your records. The contact details for this purpose are on the front page of this document.
9. Do you have to provide your personal information to us?
We are unable to provide you with services if you do not provide certain information to us. In cases where providing some personal information it is optional, we will make this clear.
10. Do we do any monitoring involving processing of your personal information?
In this section, monitoring means any: listening to recording of, viewing of, intercepting of, or taking and keeping records of calls, email, text messages, social media messages, in person face to face meetings and other communications.
We may monitor, where permitted by law and we’ll do this when the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures, and for quality control and staff training purposes. This information may be shared for the purposes described above.
11. For how long is your personal information retained by us?
We’ll hold your personal information based on the following criteria:
i) For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations;
ii) For as long as your provide goods/services to you and then for as long as someone could bring a claim against us; and/or
iii) Retention periods in line with legal and regulatory requirements or guidance, and for any longer than is necessary and as a maximum no longer than 5 years after you have terminated as a client of our firm unless there is a lawful basis for retention.
iv) Should you wish us to delete your data at any point, please contact the office as shown above to make the request? This will be actioned unless there is a lawful basis for us to retain the information in which case you will be advises accordingly.
12. What are your rights under data protection laws?
i) The right to be informed about the processing of your personal information;
ii) The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed;
v) The right to object to processing of your personal information;
vi) The right to restrict processing of your personal information
vii) The right to have your personal information erased
viii) The right to request access to your personal information and to obtain information about how we process it;
ix) The right to move, copy or transfer your personal information
x) Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you.
xi) You have the right to complain to the Information Commissioner’s Office which enforces data protection laws https://ico.org.uk
13. Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct market purposes and to data processed for certain reasons based on our legitimate interests. You can contact us using the contact details on the front cover to exercise theses rights.
14. What are your marketing preferences and what do they mean?
We may use your home address, phone numbers, email address and social media or digital channels (e.g. Facebook, Google and message facilities in other platforms) to contact you according to your marketing preferences. You can stop our marketing at any time by contacting us at the contact details on the cover page of this document.
15. Breaches in Policy
AMS Cleaning Ltd is required to notify the ICO within 72 hours of any relevant data security breach. Relevant breaches are those where the individual is likely to suffer some form of damage, such as identity theft or a confidentiality breach. Fines may occur for any that is not notified within timescales.
16. Internal Reporting
All members of AMS Cleaning Ltd must be aware at all times of any instances that may give rise to a data protection breach.
Should you be aware of any such breach, this must be notified to your Manager fully documented and actioned immediately.
Changes to this privacy notice
We many change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices.
We are required under the Regulations to obtain your consent to our collection, processing, sharing and holding of your personal data. Please ensure you have read this notice fully and accept all that it contains.