1. Who we are
This Privacy Policy explains how SOLUTIONS PROPERTY MAINTENANCE LTD, trading as Solutions Property Maintenance, collects, uses and protects your personal data when you visit our website, make an enquiry or use our cleaning and property maintenance services in the United Kingdom.
SOLUTIONS PROPERTY MAINTENANCE LTD is the “data controller”, which means we decide how and why your personal data is used and are responsible for keeping it safe and in line with UK data protection law.
Our contact details are:
Legal name: SOLUTIONS PROPERTY MAINTENANCE LTD
Registered office: 38B Thorney Hedge Road, London, W4 5SD, United Kingdom
Telephone: +44 7919 368161
If you have any questions about this Privacy Policy or how we handle your data, you can contact us using the details above.
2. Laws that apply
We process your personal data in accordance with:
The UK General Data Protection Regulation (“UK GDPR”).
The Data Protection Act 2018.
The Privacy and Electronic Communications Regulations 2003 (“PECR”), which cover electronic marketing and cookies.
These laws require us to be transparent about how we use your data and to ensure it is processed lawfully, fairly and securely.
3. Personal data we collect
The types of personal data we may collect and use include:
Contact details: name, email address, telephone number, billing address and service address.
Service information: access instructions for your property, details about your premises, notes relevant to providing cleaning or maintenance services, and any photographs you share with us (for example, of areas needing repair).
Booking and account data: dates and times of visits, services booked, quotations, invoices, payment status and correspondence with you.
Marketing preferences: your choices about receiving service updates, offers or newsletters by email, SMS or phone.
Website usage data: IP address, browser type, device information, pages viewed and how you use our site, collected through cookies and similar technologies (see section on Cookies).
We usually collect this information directly from you when you fill in forms on our website, contact us by phone or email, or when we provide services at your property.
4. How and why we use your personal data (legal bases)
We only use your personal data when we have a lawful basis to do so, as required by UK GDPR.
We may use your data for the following purposes:
To provide our services and manage our relationship with you
To respond to enquiries and provide quotations.
To schedule and deliver cleaning, maintenance and refurbishment services at your property.
To manage payments, invoices and account administration.
Legal basis: performance of a contract or taking steps at your request before entering into a contract.
To manage our business and improve our services
To monitor service quality, handle feedback and resolve complaints.
To train our staff and improve our processes and website.
Legal basis: our legitimate interests in running and improving our business, provided your rights and freedoms are not overridden.
To communicate with you about your bookings and important updates
To send appointment confirmations, reminders or changes.
To inform you of important service or policy changes (for example, health and safety updates).
Legal basis: performance of a contract and/or our legitimate interests in keeping you informed about essential service information.
Marketing communications (optional)
To send you information about new services, special offers or updates that may be relevant to you.
We will only send marketing by email or SMS where the law allows this or where you have given us your consent, in line with PECR.
You can opt out at any time by clicking “unsubscribe” in our emails or by contacting us.
Legal basis: your consent and/or our legitimate interests in promoting our services, in compliance with PECR.
Legal, regulatory and security purposes
To comply with legal obligations, such as tax or accounting rules.
To protect our business, staff, clients and the public, for example by preventing fraud or misuse of our services.
Legal basis: compliance with a legal obligation and our legitimate interests in protecting our business.
5. Special considerations for cleaning and maintenance services
When we work in homes and commercial premises, our staff may occasionally come across personal or confidential information belonging to you, your family, tenants or employees (for example paperwork, screens or documents visible while cleaning or repairing).
Our staff are instructed to respect privacy, avoid unnecessary access to personal information and report any data incident in line with our data protection procedures.
6. Cookies and similar technologies
Our website uses cookies and similar technologies to make the site work properly, to understand how visitors use it and, where you agree, to improve our marketing.
Strictly necessary cookies: needed for core website functions such as security and basic features; these are usually set without consent under PECR.
Analytics and performance cookies: help us understand how visitors use our website so we can improve layout, content and navigation; these require your consent where they are not strictly necessary.
Marketing cookies: used to deliver more relevant advertising or measure the effectiveness of campaigns; these also require your consent.
When you first visit our site, you will see a cookie banner that allows you to accept or reject non‑essential cookies and to manage your preferences in a granular way.
You can also control cookies through your browser settings at any time, but please note that disabling certain cookies may affect how the website functions.
More detailed information about the cookies we use, and how long they last, is provided in our separate Cookie Policy.
7. Sharing your personal data
We may share your personal data with:
Service providers who support our business, such as IT hosting, payment processors, email and SMS providers, and customer management systems.
Professional advisers such as accountants, insurers or legal advisers, where necessary for our legitimate business interests or to meet our legal obligations.
Public authorities or law enforcement if we are legally required to do so or to protect our rights, our staff, our clients or the public.
We require all third parties who process personal data on our behalf to respect the security of your data and to treat it in accordance with UK data protection law.
We do not sell your personal data to third parties.
8. International transfers
If any of our service providers are based outside the United Kingdom, your personal data may be transferred to and processed in a country that may not have the same level of data protection as the UK.
Where this occurs, we will ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements or other legally recognised mechanisms, so that your data remains adequately protected.
9. How long we keep your data
We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, including to satisfy any legal, accounting or reporting requirements.
For example, we may keep:
Service and invoicing records for a minimum period required by tax and company law.
Basic contact and service history for a reasonable period after your last interaction, in case of queries or repeat bookings, unless you ask us to delete it and we are not required to keep it.
When data is no longer needed, we will delete or anonymise it in a secure manner.
10. How we protect your data
We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure.
Measures may include secure systems and devices, access controls, staff training, encryption where appropriate and regular security reviews of our processes and suppliers.
While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure.
11. Your data protection rights
Under UK GDPR you have a number of rights in relation to your personal data.
You have the right to:
Access the personal data we hold about you and receive a copy.
Correct inaccurate or incomplete personal data.
Erase your personal data in certain circumstances (“the right to be forgotten”).
Restrict or object to our processing of your personal data in specific situations, particularly where we rely on legitimate interests.
Withdraw consent where we rely on your consent (for example, for certain marketing communications or cookies).
Data portability, in some cases, allowing you to receive your data in a structured, commonly used format or to have it transmitted to another controller.
To exercise any of these rights, please contact us at info@solutionspropertymaintenance.co.uk or by writing to SOLUTIONS PROPERTY MAINTENANCE LTD, 38B Thorney Hedge Road, London, W4 5SD, United Kingdom.
We may need to verify your identity before responding to your request and we will respond within the time limits set by law, usually one month.
12. Complaints
If you have concerns about how we handle your personal data, we would appreciate the chance to address them first. Please contact us using the details in section 1.
You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).
Details of how to contact the ICO can be found on their website: www.ico.org.uk.[3]
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, the law or guidance from regulators.
Any changes will be posted on this page with an updated “last updated” date, and where appropriate we will notify you by email or by a notice on our website.
This Privacy Policy was last updated on: 20/02/2026.