Privacy Policy
This policy explains what personal data the SuiteClean app (“the app”, “we”, “us”) collects, why we collect it, how it is stored, and the rights you have over it. It is written to meet UK GDPR and the Data Protection Act 2018, and to satisfy Apple App Store and Google Play requirements.
Who we are
SuiteClean is a workforce app for Suite Clean, a cleaning business operating in Kent and the Medway towns. The app is used by our cleaners and by our office/admin staff to manage cleaning jobs, pay, scheduling, compliance documents, training and team communication.
Data controller: Suiteclean Ltd (Company No. 16601711), 73 Duchess of Kent Drive, ME5 8DD.
Contact for privacy queries: info@suiteclean.co.uk
Who this applies to
- Cleaners who join via an invite and use the app for work.
- Admin / office staff who manage the operation.
- Applicants — anyone who downloads the app and submits the public “Apply to work with us” form.
What data we collect
From applicants (public application form)
When you apply through the app, we collect the information you enter: your name, phone number, email address, the area you can cover, your availability, cleaning experience, right-to-work status, and how you travel to jobs. We use this solely to consider your application and contact you about it.
From cleaners and staff (once you join)
- Identity & contact details: legal name, preferred name, date of birth, National Insurance number, phone number, email, home address.
- Right-to-work information: your right-to-work status and supporting documents.
- Payment details: bank account name, sort code and account number, so we can pay you.
- Emergency contact: the name, phone number and relationship of a person to contact in an emergency.
- Health & accessibility information: any allergies, medical conditions or accessibility needs you choose to share (special-category data — see lawful basis below).
- Vehicle details: whether you have a vehicle, and its make, registration and insurance status.
- Compliance documents: photos/scans of certificates such as DBS checks, public liability insurance, right-to-work documents, COSHH and first-aid certificates, including expiry dates.
- Work activity: jobs assigned and completed, clock-in and clock-out times, timesheets, earnings, your “standing” score and its history, training completions and submitted forms.
- Messages: team chat and direct messages you send within the app, including any photos you attach.
- Profile photo and job photos you upload.
- Device & technical data: a push-notification token and basic device information, used to deliver notifications.
What we do not collect
- We do not collect your device’s GPS location. The “Directions” feature simply opens your phone’s Maps app — it does not track or store your location.
- We do not use third-party advertising or analytics trackers.
- We do not sell your data to anyone, ever.
Why we collect it (lawful bases)
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Managing your employment/engagement, jobs, pay and timesheets | Contract |
| Verifying right to work, DBS and insurance | Legal obligation / legitimate interests |
| Considering job applications | Legitimate interests (steps prior to a contract) |
| Team communication and notifications | Legitimate interests |
| Health, accessibility and other special-category data | Explicit consent, and/or employment-law obligations under Article 9 |
You can withdraw consent for optional data (such as health information) at any time by contacting us or editing your profile.
How your data is stored and protected
Your data is stored using Google Firebase (Firestore database, Firebase Authentication and Firebase Storage), a service provided by Google. Push notifications are delivered using Expo’s push service. These providers act as our data processors.
Access is restricted by authentication and security rules: you can only see your own personal records, and only authorised admin staff can see team-wide data. Documents and photos are held in access-controlled storage. Data may be processed on servers outside the UK; where that happens, it is protected by the providers’ standard contractual clauses and equivalent safeguards.
How long we keep it
We keep your data for as long as you have an account and for as long afterwards as we are legally required to (for example, payroll and tax records must be kept for several years). Job-application data for unsuccessful applicants is kept only as long as needed to consider the application, then deleted.
Your rights
Under UK GDPR you have the right to access your data, correct it, delete it, restrict or object to its processing, and request a copy in a portable format. To exercise any of these, email info@suiteclean.co.uk.
Deleting your account: you can permanently delete your account and associated profile data at any time from inside the app — go to Profile → Delete my account (cleaners) or More → Delete my account (admins). This removes your account and personal records. Some information may be retained where the law requires (e.g. payroll records).
You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk if you believe we have mishandled your data.
Children
The app is intended for people aged 18 and over who work or apply to work with us. It is not directed at children.
Changes to this policy
If we change this policy we will update the “Last updated” date above and, where appropriate, notify you in the app.
Contact
Questions about this policy or your data: info@suiteclean.co.uk