This privacy notice tells you what to expect us to do with your personal information when you make contact with us, join our team, or use our services.
Betterclean (Services Franchising) Limited is the controller for the personal information we process, unless otherwise stated. There are many ways you can contact us, including by telephone, email, facebook and by post.
Our postal address is:
Betterclean (Services Franchising) Ltd,
Unit 3, Splatford Business Park,
0800 772 0810
Most of the personal information we process is provided to us directly by you for one of the following reasons:
You have made an enquiry regarding our services.
You have made a complaint regarding our services.
You have applied for a job with us.
You have engaged us to provide contracted services for you.
You are representing your organisation.
You have made an information request to us.
You subscribe to our e-newsletter.
We also receive personal information indirectly, in the following scenarios:
A complainant refers to you in their complaint correspondence.
An employee of ours gives your contact details as an emergency contact or a referee.
Your details are given by our customer as an emergency out of hours contact.
If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access - You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.
Your right to data portability - This only applies to information you have given us.
You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
You are not required to pay any charge for exercising your rights. We have one month to respond to you.
Please contact us at email@example.com if you wish to make a request, or contact us on 0800 772 0810
Sharing Your Information
We will not share your information with any third parties for the purposes of direct marketing.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In some circumstances we are legally obliged to share information. For example under a court order or where we cooperate with government bodies in handling investigations, for instance the Department of Work and Pensions. We might also share information with other regulatory bodies in order to further their, or our, objectives. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at firstname.lastname@example.org and we’ll respond.
Complaints about the us are handled in the same way as a complaint about any another organisation. For information about how we process a complainant’s information, please see this section of our privacy notice.
We use Facebook, LinkedIn, Instagram and Twitter to recruit new members of our team and to talk to potential customers. If you send us a private or direct message via social media, as part of applying for a job with us it will be stored for 6 months before being deleted. It will not be shared with any other organisations.
If you send us a private or direct message via social media, as part of enquiring about our services we may pass your information on to the franchisee operating under the Betterclean Services name, who is operating in your geographical area. It will not be shared with any other organisations.
We see all this information and decide how we manage it. For example, if you send a message via social media that needs a response from us, we may process it in our cloud based management software system as an application, an enquiry or as a complaint.
We collect and process personal data relating to our employees to manage the employment relationship. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
We collect and process a range of information about you. This includes:
your name, address and contact details, including email address and telephone number, date of birth and gender;
the terms and conditions of your employment;
details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;
information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
details of your bank account and national insurance number;
information about your marital status, next of kin, dependants and emergency contacts;
information about your nationality and entitlement to work in the UK;
information about your criminal record;
details of your schedule (days of work and working hours) and attendance at work;
details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence;
information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments;
details of trade union membership; and
equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
We collect this information in a variety of ways. For example, data is collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.
In some cases, the organisation collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.
Data is stored in a range of different places, including in your personnel file, in the organisation's HR management systems and in other IT systems (including the organisation's email system).
Why does the organisation process personal data?
The organisation needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer [benefit, pension and insurance entitlements].
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. [For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.]
In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the organisation to:
run recruitment and promotion processes;
maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the organisation complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
ensure effective general HR and business administration;
provide references on request for current or former employees;
respond to and defend against legal claims; and
maintain and promote equality in the workplace.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of our employees and have concluded that they are not.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes). [Information about trade union membership is processed to allow the organisation to operate check-off for union subscriptions.]
Where the organisation processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring.
Who has access to your data?
Your information will be shared internally, including with [members of the HR and recruitment team (including payroll), your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles].
The organisation shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service. The organisation may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.
The organisation also shares your data with third parties that process data on its behalf, in connection with payroll, the provision of benefits and the provision of occupational health services. We will not transfer your data to countries outside the European Economic Area.
How does the organisation protect data?
We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does the organisation keep data?
The organisation will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are set out in our retention schedule.
What if you do not provide personal data?
You have some obligations under your employment contract to provide us with particular data. Specifically, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the organisation to enter a contract of employment with you. If you do not provide other information, this will hinder our ability to administer the rights and obligations arising as a result of the employment relationship efficiently.
Our employment decisions are not based on automated decision-making.
Changes to our Privacy Notice
We keep our privacy notice under regular review to make sure it is up to date and accurately what we do.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner:-
Communicating with us as a customer
We hold the names and contact details of individuals acting in their capacity as representatives of their organisations, across the business. If the interactions relate to suppliers, contracts for cleaning services, IT services etc., the legal basis is article 6(1)(c) of the GDPR for any legal obligation or article 6(1)(f) because the processing is within our legitimate interests as a business.