PRIVACY POLICY
Westbridge Property Services Ltd
Effective Date: July 15, 2026
Last Updated: July 15, 2026
1. Introduction
Westbridge Property Services Ltd(“Westbridge”, “we”, “our”, “us”) is committed to protecting your privacy and handling your personal information in a transparent, secure, and lawful manner.
We understand that our clients trust us not only with the cleaning and maintenance of their homes, workplaces, and commercial premises, but also with personal information, confidential business information, and access to private properties. Protecting that trust is fundamental to how we operate.
This Privacy Policy explains:
- what information we collect;
- why we collect it;
- how we use it;
- who we share it with;
- how long we retain it;
- how we protect it; and
- your rights under UK data protection law.
This Privacy Policy applies to all services provided by Westbridge Property Services, including:
- Residential Cleaning
- Regular Domestic Cleaning
- Deep Cleaning
- End of Tenancy Cleaning
- Airbnb & Holiday Let Cleaning
- Commercial Cleaning
- Office Cleaning
- Medical & Healthcare Cleaning
- Educational Facility Cleaning
- Window Cleaning
- Sanitation & Disinfection Services
- Property Support Services
- Recruitment and Employment
- Website visitors
- Online bookings
- Commercial cleaning contracts
2. Our Commitment to Privacy
Westbridge Property Services Ltd is committed to processing personal data in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR)
- Applicable employment legislation
- Applicable health and safety legislation
We operate on the principles of:
- Lawfulness
- Fairness
- Transparency
- Data minimisation
- Accuracy
- Storage limitation
- Integrity
- Confidentiality
- Accountability
These principles guide every aspect of our operations.
3. Who We Are
Westbridge Property Services Ltd provides professional residential and commercial cleaning services throughout Cardiff, South Wales and across the United Kingdom.
For the purposes of UK GDPR, Westbridge Property Services Ltd acts as the Data Controller for the personal information we collect.
Contact Details:Â Westbridge Property Services
Website: www.westbridgeltd.co.uk
Email: enquiry@westbridgeltd.co.uk
Should you have any questions regarding this Privacy Policy or the way we process your personal data, please contact us using the above details.
4. Information We Collect
Depending upon the services you request, we may collect the following categories of personal information.
Identity Information
- Full name
- Company name
- Job title
- Date of birth (employment only)
Contact Information
- Postal address
- Email address
- Telephone number
- Emergency contact information (employees)
Property Information
To enable us to provide cleaning services safely and effectively, we may collect:
- Property address
- Property type
- Number of rooms
- Access arrangements
- Alarm instructions
- Keyholder details
- Parking information
- Cleaning preferences
- Special instructions
Booking Information
- Appointment history
- Frequency of cleaning
- Service preferences
- Requested add-on services
- Quotation details
Payment Information
Payments made through our secure payment providers may include:
- Billing address
- Transaction reference
- Payment status
We do not store full payment card information on our own systems.
Commercial Client Information
For commercial contracts we may collect:
- Site contacts
- Business addresses
- Purchase order references
- Contract managers
- Building access procedures
- Health and safety documentation
- Cleaning specifications
- Site risk assessments
- Security requirements
Employment Information
Where you apply to work with us, we may collect:
- CVs
- Employment history
- Qualifications
- References
- Right-to-work documentation
- DBS information (where applicable)
- National Insurance details (following employment)
- Bank details (employees only)
Website Information
When you visit our website we may collect:
- IP address
- Browser type
- Device information
- Pages visited
- Referral source
- Cookies
- Analytics information
5. Special Categories of Information
Occasionally, the nature of our services may require us to process limited special category data.
Examples include:
- Health information relating to safe cleaning practices
- Accessibility requirements
- Allergy information
- Infection control requirements
- Occupational health information relating to employees
We process such information only where permitted by law and where appropriate safeguards are in place.
6. How We Collect Information
Information may be collected:
Directly from you when you:
- Complete an online booking
- Request a quotation
- Submit a contact form
- Telephone us
- Email us
- Apply for employment
- Subscribe to updates
We may also receive information from:
- Estate agents
- Letting agents
- Property managers
- Employers
- Commercial clients
- Recruitment agencies
- Referral partners
7. Why We Use Your Information
We process personal information for the following purposes.
Delivering Cleaning Services
Including:
- Booking appointments
- Managing schedules
- Providing quotations
- Completing cleaning services
- Maintaining service records
Customer Support
Including:
- Responding to enquiries
- Managing complaints
- Providing aftercare
- Quality assurance
Commercial Contract Management
Including:
- Site management
- Cleaning schedules
- Staff allocation
- Service reports
- Contract reviews
- Compliance monitoring
Employment
Including:
- Recruitment
- Payroll
- HR management
- Training
- Health and safety
- Legal compliance
Legal Compliance
We may process information where necessary to:
- Comply with legal obligations
- Meet tax requirements
- Maintain insurance records
- Investigate incidents
- Respond to lawful requests from public authorities
Marketing
Where you have consented, we may send information regarding:
- Promotions
- Service updates
- Seasonal offers
- Company news
You may unsubscribe at any time.
8. Lawful Basis for Processing
Under UK GDPR we rely upon one or more of the following lawful bases:
- Contract
- Legal obligation
- Legitimate interests
- Consent
- Vital interests (where applicable)
Each processing activity is assessed to ensure an appropriate lawful basis exists.
9. Confidentiality Within Client Premises
Cleaning professionals often work inside homes, offices, schools, healthcare environments and other confidential settings.
Westbridge Property Services Ltd takes confidentiality extremely seriously.
Our staff are required to:
- Maintain strict confidentiality.
- Never disclose client information.
- Never discuss client affairs outside the workplace.
- Respect confidential documents.
- Respect commercially sensitive information.
- Avoid unnecessary access to personal belongings.
- Report any accidental exposure of confidential information immediately.
Employees receive confidentiality guidance as part of their induction and ongoing training.
10. Property Access, Keys and Security Information
To provide our services we may process information relating to property access.
This may include:
- Keyholder records
- Alarm codes
- Entry instructions
- Lockbox details
- Access fobs
- Security procedures
- Building management instructions
Access information is only shared with personnel who require it to perform their duties.
Where physical keys are held, they are stored securely and separately from identifiable client information wherever reasonably practicable.
We regularly review our key handling procedures to minimise risk.
11. CCTV, Security Systems and Monitoring
Many commercial and residential properties utilise CCTV or other security systems.
Where our staff operate within premises monitored by CCTV:
- footage remains under the control of the property owner;
- we do not request copies unless necessary for incident investigations;
- CCTV footage may be reviewed where required for insurance, safety or legal purposes.
Westbridge Property Services Ltd does not routinely record audio or video inside client premises unless expressly agreed in writing for quality assurance, training or evidential purposes.
Where photographs are taken before or after cleaning to document completed work, they will be limited to what is reasonably necessary, avoid capturing unnecessary personal information where possible, and be retained only for legitimate business purposes.
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12. Sharing Your Personal Information
Westbridge Property Services Ltd will never sell your personal information to third parties.
However, we may share your information where necessary for legitimate business purposes, contractual performance, or legal compliance.
We may share information with:
Service Providers
- Payment processors
- Booking software providers
- Customer relationship management systems
- IT support providers
- Website hosting providers
- Cloud storage providers
- Email service providers
- Accounting and payroll providers
Professional Advisers
- Accountants
- Solicitors
- Insurance providers
- Health and safety consultants
- Regulatory advisers
Commercial Clients
Where cleaning services are provided under commercial contracts, limited information regarding assigned personnel may be shared, including:
- Staff names
- Attendance records
- Security clearances
- Training records
- DBS status (where contractually required)
Government Authorities
Where legally required, we may disclose information to:
- HM Revenue & Customs (HMRC)
- Courts and tribunals
- Law enforcement agencies
- Regulatory authorities
- Local authorities
- Health and Safety Executive (HSE)
- Information Commissioner’s Office (ICO)
13. Third-Party Booking and Payment Systems
To facilitate our services, we may use third-party platforms for:
- Online bookings
- Payment processing
- Appointment scheduling
- Customer communications
These providers process personal information in accordance with their own privacy policies and contractual obligations.
Payment card information is processed securely by authorised payment providers and is not stored on Westbridge Property Services’ own systems.
14. Online Enquiries and Contact Forms
When you submit an enquiry through our website, we may collect:
- Name
- Email address
- Telephone number
- Property address
- Service requirements
- Additional information you voluntarily provide
This information is used solely to:
- Respond to your enquiry
- Prepare quotations
- Arrange appointments
- Provide requested information
15. Marketing Communications
Where you have consented or where permitted by law, we may send:
- Service updates
- Promotional offers
- Seasonal campaigns
- Company news
- Customer satisfaction surveys
You may opt out of marketing communications at any time by:
- Clicking the unsubscribe link;
- Contacting us directly; or
- Updating your communication preferences.
We do not send unsolicited electronic marketing communications in breach of PECR requirements.
16. Cookies and Website Technologies
Our website may use cookies and similar technologies to:
- Improve user experience
- Analyse website performance
- Understand visitor behaviour
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- Remember preferences
- Support website security
- Measure marketing effectiveness
Cookies may include:
Essential Cookies:Â Required for website functionality.
Analytics Cookies:Â Used to understand website usage and improve performance.
Functional Cookies:Â Remember your preferences and settings.
Marketing Cookies:Â Used to measure advertising effectiveness and personalise content where applicable.
You may manage cookie preferences through your browser settings or our website’s cookie management tool.
17. Website Analytics
We may use analytics tools to collect information regarding:
- Device type
- Browser information
- Pages visited
- Time spent on site
- Referral sources
- Geographic location (generalised)
- Website interactions
This information is generally aggregated and used to improve our services and website functionality.
18. Social Media
If you engage with us through social media platforms, information you share may be processed in accordance with:
- This Privacy Policy; and
- The privacy policies of the relevant social media platforms.
We encourage users to review the privacy policies of any third-party platforms they use.
19. Commercial Site Information and Confidential Documents
During the provision of cleaning services, our personnel may inadvertently encounter:
- Confidential documents;
- Commercially sensitive information;
- Financial information;
- Employee information;
- Medical information;
- Educational records.
Our employees are instructed:
- Not to access information unnecessarily;
- Not to copy, photograph, disclose, or retain information;
- To immediately report any accidental exposure.
Maintaining client confidentiality is an essential part of our professional standards.
20. Photographs and Quality Assurance
In certain circumstances, we may take photographs:
- To document cleaning results;
- To evidence damage;
- To support insurance claims;
- To verify completed work.
Photographs will only be taken where reasonably necessary.
Where possible, photographs will avoid capturing personal information.
Images will not be used for marketing purposes without explicit consent.
21. International Data Transfers
Certain service providers may store information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place, including:
- Adequacy regulations;
- International Data Transfer Agreements;
- Standard contractual clauses;
- Other lawful transfer mechanisms.
22. Data Retention
We retain personal information only for as long as reasonably necessary.
Typical retention periods include:
Customer enquiries: 12 months.
Domestic booking records: 6 years.
Commercial contract records: 6 years after contract termination.
Financial records: 6 years.
Insurance records: 6 years.
Complaints records: 6 years.
Accident records: 3 years minimum.
Recruitment records: 12 months.
Employee records: 6 years following employment termination.
CCTV or incident footage: As reasonably necessary for the relevant purpose.
Where litigation, investigations, or legal obligations apply, information may be retained for longer periods.
23. Disposal of Information
When information is no longer required, we securely destroy or anonymise it using appropriate methods, including:
- Secure deletion;
- Confidential shredding;
- Permanent anonymisation
24. Data Security
Westbridge Property Services takes information security seriously.
We maintain appropriate technical and organisational measures designed to protect personal information against:
- Unauthorised access;
- Accidental loss;
- Unlawful destruction;
- Alteration;
- Disclosure;
- Misuse.
Security measures may include:
- Password protection;
- Secure cloud systems;
- Restricted access controls;
- Staff confidentiality obligations;
- Employee training;
- Anti-malware protection;
- Device security measures;
- Secure disposal procedures.
No method of electronic transmission or storage can be guaranteed to be completely secure, but we continually review our security arrangements.
25. Employee Confidentiality and Training
All employees and contractors are expected to:
- Respect confidentiality;
- Protect personal information;
- Follow company procedures;
- Report data incidents promptly.
Staff receive appropriate guidance and training relating to:
- Data protection;
- Confidentiality;
- Information security;
- Incident reporting.
26. Personal Data Breaches
If we become aware of a personal data breach, we will:
- Investigate promptly;
- Assess the risks involved;
- Take appropriate remedial action;
- Notify affected individuals where legally required;
- Report breaches to the Information Commissioner’s Office where required by law.
27. Your Rights Under UK GDPR
You have the following rights in relation to your personal information:
Right to be informed: You have the right to understand how your information is used.
Right of access: You may request copies of your personal information.
Right to rectification: You may request correction of inaccurate information.
Right to erasure: In certain circumstances, you may request deletion of your information.
Right to restrict processing: You may request restrictions on how we process information.
Right to data portability:Â You may request transfer of your information where applicable.
Right to object: You may object to certain types of processing.
Rights relating to automated decision-making:Â We do not routinely make decisions based solely on automated processing.
28. Exercising Your Rights
Requests regarding your personal information should be submitted to:
Email: enquiry@westbridgeltd.co.uk
We may require proof of identity before responding to requests.
We aim to respond within one month unless an extension is permitted by law.
29. Children’s Information
Our services are generally directed toward adults.
We do not knowingly collect personal information directly from children without appropriate legal basis or parental involvement.
30. Third-Party Websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices of those websites and encourage users to review their privacy policies.
31. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on: Â www.westbridgeltd.co.uk
Where material changes occur, we may take additional steps to inform affected individuals.
32. Complaints
If you have concerns regarding the way we process your information, please contact us first so that we have an opportunity to address your concerns.
Contact:
Westbridge Property Services
Email:
enquiry@westbridgeltd.co.uk
Website:
www.westbridgeltd.co.uk
33. Information Commissioner’s Office
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Website: www.ico.org.uk
Telephone: 0303 123 1113
We would, however, appreciate the opportunity to address your concerns before you approach the ICO.
34. Contact Us
For questions regarding this Privacy Policy or our handling of personal information, please contact:
Westbridge Property Services Ltd
Email: Â enquiry@westbridgeltd.co.uk
Website: www.westbridgeltd.co.uk
Commitment to Privacy
Westbridge Property Services is committed to protecting the privacy, confidentiality, and security of the information entrusted to us.
We recognise that trust is fundamental to our relationship with our customers, employees, business partners, and the communities we serve, and we remain committed to handling personal information responsibly, lawfully, and transparently.