Document Ref: GDPR Privacy Policy

Reviewed: 25th May 2018



DK Cleaning Limited Privacy Policy and Data Protection Policy strives to meet GDPR Guide lines and briefly cover the following points;

  1. What data we have and why we have it.
  2. How we manage our data.
  3. Who is responsible for our data.
  4. How we train our team.
  5. What we will do if the worst happens


What Data we have and why we have it?

In order to carry out our services we need to acquire and store data or information about our Customer, Sub contractors, Suppliers and Employees. Without this information we would not be able to create a working relationship to provide a service to the best of our ability’s. This personal/sensitive information is collected and dealt with as set out in the GDPR. Some examples of this are laid out below.




How is it stored

Who uses it

Is it shared

Full name and Title

To address you personally in our communications and so that we can differentiate who is who using last names

This is stored on a computer system and a physical copy within the office premises

Every employee of the company


without notification

Email Address

To correspond when possible. Email if a very efficient, cost effective and environmental friendly way to correspond with our Stakeholders

This is stored on a Computer system within the office premises. Email software packages

Every employee of the company


without notification

Physical Addresses

To Correspond when email is not applicable or convenient.

To locate the premise where we carry out our services.


This is stored on a Computer system within the office premises.  

Physical copies of these correspondents may be stored within the premise of the office when appropriate.  The physical location of these copies is secure and in line with GDPR guidelines

Every employee of the company 


without notification

Telephone Numbers

To Correspond

This is stored on a Computer system within the office premises

Every employee of the company 

Never without notification

Emergencies Contact number

(Commercial Client specific)

To contact the appropriate person when servicing premise out of hours.

This contact information will likely be a personal number of an employee that will be able to respond to any emergencies that we may come across


This is stored on a Computer system within the office premises.

Also, within the Advisory Information Folder which is kept within the secure locked office out of working hours.

Every employee of the company 


without notification


Please be aware that the above are examples as we deal with a variety of different people and situations the most effective way to be aware of all information held about your company or yourself it to get in contact with us.  



DK (Specialist) Cleaning Limited does not share data with other agencies apart from those outlined in the document notes and ensure that personal information is treated lawfully and correctly We will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 1998.  Specifically, the Principles require that personal information:

  1. Shall be processed fairly and lawfully and shall not be processed unless specific conditions are met,
  2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,
  3. Shall be adequate, relevant and not excessive in relation to those purpose(s)
  4. Shall be accurate and kept up to date,
  5. Shall not be kept for longer than is necessary,
  6. Shall be processed in accordance with the rights of data subjects under the Act,
  7. Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,
  8. Shall not be transferred to a country or territory outside the UK.


Through appropriate management and strict application of criteria and control DK (Specialist) Cleaning Limited.

  • Ensure the correct condition are in place to only collect and use any Data in a fair and professional manner.
  • To meet our legal obligation and clearly specify which information in requires and how it is used. Only extending the information collected and stored if it is needed to fulfil its operational needs or to comply with any legal requirements
  • Ensure that the correct technical and organisational security measures are in place to protect personal information.
  • Ensure that the rights of people about whom information is held, can be fully exercised under the Act. These include:
      • The right to be informed that processing is being undertaken,
      • The right of access to one’s personal information
      • The right to prevent processing in certain circumstances and
      • The right to correct, rectify, block or erase information which is regarded as wrong information


Data Collection

Informed consent is achieved with a good working relationship with our Customer, Sub contractors, Suppliers and Employees.

  • Ensuring they are aware of what information we hold/ collect, and the uses of this information is clear.
  • Restricting the use of information that they may not wish for us to hold or share and explaining the possible consequences of refusing the proposed use of information.
  • Lastly and simply them giving their consent.



Data Storage

Information, data and records relating to our Customer, Sub contractors, Suppliers and Employees will be stored securely and will only be accessible to authorised staff or accredited subcontractors. Any information that is stored will only be kept for as long as require and destroyed appropriate and in line with the rules/ regulations and guidelines of GDPR and the Data Protection act 1998.


Data Access and Accuracy

All DK (Specialist) Cleaning Limited Customers, Sub contractors, Suppliers and Employees. have the right to access and review the information/data that we hold on them. D K (Specialist) Cleaning Limited will also strive to keep our information up to date by making reasonable contact with these persons and asking them if anything has changed.

In addition will ensure that:

  • We deal efficiently and effectively with any enquiries about handling personal information
  • We clearly define and explain how we handle Personal information.
  • Every member of staff that has access to and handles information surround our Stakeholders will; 
    • Be aware that they are contractually responsible for following good data protection practice
    • Be trained to do so
    • Be appropriately monitored and supervised.
    • Be aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them
  • Will carry out regular reviews and audit of the information stored, how it is managed and how it is stored.


This policy will be updated as necessary to reflect best practice in Data Management, Security and Control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998.

In case of any queries or questions in relation to this policy please contact DK (Specialist) Cleaning Limited.  Data Controller:  Pippa Jones/Jo Evans

 Director:  David Kinnane