Privacy Policy

Version 1.1 · Effective from 1 November 2025 · Last Updated: 1 November 2025

1. Purpose and Scope

Pleerity Enterprise Ltd (“we,” “our,” or “us”) is committed to protecting the privacy and security of personal information entrusted to us. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Policy applies to all personal data processed in connection with our business activities, including clients, website visitors, suppliers, and professional partners.

2. Data Controller Information

Data Controller: Pleerity Enterprise Ltd
Company Number: SC855023
Registered Address: 8 Valley Court, Hamilton ML3 8HW
Email for Data Enquiries: info@pleerityenterprise.co.uk

3. Information We Collect

3.1 We collect and process personal data that is necessary for the performance of our Services and to maintain client relationships. The information we may collect includes:

Contact details – name, business name, email address, phone number.
Business or property details – address, ownership, compliance information, or licence data provided for documentation or inspection purposes.
Payment details – transaction and billing information processed securely via Stripe or other approved payment providers.
Service materials – documents, images, or data files uploaded or shared during service delivery.
Communication records – correspondence through email, portal messages, or other communication channels.
For cleaning services – site access details or property entry instructions, processed securely for coordination and scheduling only.
For website visitors – limited technical data such as cookies, IP address, and browser type, used for security and analytics in accordance with our Cookie Policy.

3.2 We collect personal data directly from the Client or their authorised representatives. Occasionally, we may receive additional data from publicly available sources or trusted partners to verify business information.

3.3 We do not intentionally collect special category data (such as health, racial, or biometric information). If such information is provided incidentally, it will be securely deleted unless required for compliance purposes.

4. How We Use Your Information

4.1 We process personal data only when there is a lawful basis to do so. Depending on the context, data may be processed on one or more of the following grounds:

Contractual necessity – to deliver, manage, and support the Services agreed with the Client.
Legal obligation – to maintain records, issue invoices, or comply with statutory or regulatory requirements.
Legitimate interests – to improve our processes, ensure system security, and communicate relevant updates to existing clients.
Consent – where required for marketing communications or optional activities.

4.2 Specifically, we use personal data to:

Deliver, configure, and manage our Services.
Generate, send, and track automation and compliance reports.
Communicate with Clients, respond to enquiries, and provide support.
Process payments and issue invoices through secure platforms.
Maintain service logs, audit trails, and compliance documentation.
Analyse aggregated or anonymised data to improve efficiency and user experience.

4.3 If you have given consent for marketing updates or newsletters, you may withdraw this consent at any time by following the unsubscribe instructions provided in our emails or by contacting info@pleerityenterprise.co.uk.

5. Data Sharing and Third Parties

5.1 We use trusted third-party service providers (“Processors”) to support the delivery and automation of our Services. These include, but are not limited to:

Zoho One – workflow automation and client relationship management (CRM) system.
Google Drive / Google Workspace – document storage and collaboration tools.
Stripe – secure online payment processing.
OpenAI / GPT technology – automated report generation and AI-assisted insights.
Zapier – integration platform used to securely connect and automate workflows between authorised systems.

5.2 Each Processor operates under a written Data Processing Agreement (DPA) in accordance with Article 28 of the UK GDPR and processes personal data only on our documented instructions.

5.3 Where these Processors transfer or store data outside the United Kingdom, such transfers are safeguarded through recognised mechanisms such as adequacy decisions, standard contractual clauses, or other lawful safeguards under UK GDPR.

5.4 We also engage employees, contractors, and professional advisers who may access personal data solely to fulfil their duties. All such individuals are bound by confidentiality and data protection obligations.

5.5 We do not sell or rent personal data to any third party. We remain responsible for ensuring that all Processors and authorised parties act consistently with this Policy and applicable data protection laws.

6. Data Storage and Retention

6.1 Personal data is stored securely within encrypted cloud environments managed by approved service providers, including Zoho One, Google Workspace, and other authorised systems used for automation and document management.

6.2 Access to stored data is restricted to authorised personnel only and protected through user authentication, encryption, and regular security monitoring.

6.3 We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, to meet legal or regulatory obligations, or to resolve disputes. Retention periods vary depending on the type of data, for example:

Client records and financial transactions – retained for up to six (6) years in accordance with tax and accounting regulations.
Compliance reports, documents, and automation deliverables – retained for up to three (3) years unless the Client requests earlier deletion.
Communication records – retained for up to two (2) years for reference and service verification.

6.4 At the end of the applicable retention period, personal data is securely deleted or anonymised. Backups are overwritten during routine system maintenance to ensure data cannot be recovered.

6.5 Clients may request deletion of their data at any time by contacting info@pleerityenterprise.co.uk. Deletion will be carried out unless retention is required by law or necessary for ongoing contractual obligations.

7. Your Rights

7.1 Under the UK General Data Protection Regulation (UK GDPR), you have the following rights regarding your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of any inaccurate or incomplete information.
Right to erasure – to request deletion of your personal data where there is no lawful reason for us to retain it.
Right to restrict processing – to ask us to limit how your data is used in specific circumstances.
Right to object – to object to processing carried out on the basis of legitimate interests or for direct marketing.
Right to data portability – to receive your data in a structured, commonly used, and machine-readable format, and to have it transferred to another controller where technically feasible.

7.2 To exercise any of these rights, please contact info@pleerityenterprise.co.uk. We may request verification of your identity before responding.

7.3 We aim to respond to all valid requests within one month, in accordance with UK GDPR requirements. If a request is complex or numerous, we may extend this period by up to two additional months, in which case you will be notified.

7.4 Requests may be refused or partially limited where they would compromise the rights of others, conflict with legal obligations, or prevent the establishment or defence of legal claims.

7.5 You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully.

Website: www.ico.org.uk
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

8. Security

8.1 We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, secure transfer protocols (SSL/TLS), password policies, and system activity monitoring.

8.2 Personal data is stored within reputable cloud platforms such as Zoho One, Google Workspace, and other authorised systems that comply with recognised international security standards (e.g., ISO 27001).

8.3 Access to personal data is restricted to authorised employees and contractors who require it to perform their duties. All personnel with such access are bound by confidentiality and data protection obligations.

8.4 We review our security measures regularly and update them in response to technological developments or identified risks.

8.5 While we take all reasonable precautions, no system is completely secure. Clients are responsible for maintaining the security of their own login credentials, devices, and network connections when accessing our portals or services.

8.6 In the event of a personal-data breach that poses a risk to individuals’ rights and freedoms, we will notify affected clients and, where required, the Information Commissioner’s Office (ICO) without undue delay and in accordance with UK GDPR requirements.

9. Updates to This Policy

9.1 We review this Privacy Policy regularly and may update it from time to time to reflect changes in law, regulation, technology, or business operations.

9.2 The latest version of this Policy, including its effective date and version number, will always be available on our website at pleerityenterprise.co.uk.

9.3 Where material changes affect how we process personal data, we will notify affected clients by email or through our client portal prior to the update taking effect.

9.4 Continued use of our Services after an update becomes effective constitutes acceptance of the revised Policy.