This policy explains what personal data CleanOS collects, why we collect it, how we use it, and your rights under UK GDPR. If you have questions, contact us at privacy@cleanos.co.uk.
1. Who we are
CleanOS is a trading name registered in England and Wales. We operate the website at cleanos.co.uk and provide CleanOS Training, a white-label eLearning platform for cleaning businesses.
For the purposes of UK data protection law, CleanOS is the data controller for personal data collected through this website and our products.
Contact: privacy@cleanos.co.uk
2. What data we collect
2.1 Data you provide directly
- Demo enquiries and contact forms: name, email address, company name, phone number (optional).
- Account registration (CleanOS Training): name, email address, company name, billing address, payment details (processed by our payment provider; we do not store card numbers).
- Staff learner accounts: name and login credentials created by your company administrator. We process this data on your behalf as a data processor.
- Communications: emails, support requests, and any information you include in those messages.
2.2 Data collected automatically
- Usage data: pages visited, time on site, clicks, referral source, browser type, operating system, and IP address.
- Cookies: see Section 7 for full details.
3. Legal basis for processing
We process personal data under the following legal bases:
- Contract performance: to provide and administer CleanOS Training subscriptions, process payments, and deliver support.
- Legitimate interests: to improve our products, respond to enquiries, prevent fraud, and send relevant service communications. We have assessed that our legitimate interests do not override your rights.
- Consent: for marketing emails. You can withdraw consent at any time by clicking the unsubscribe link in any email or emailing privacy@cleanos.co.uk.
- Legal obligation: where we are required by law to retain or disclose data.
4. How we use your data
- To respond to demo requests and sales enquiries.
- To set up and manage your CleanOS Training account and platform.
- To process payments and send invoices and receipts.
- To provide customer support.
- To send transactional emails (account confirmations, password resets, renewal reminders).
- To send marketing communications about CleanOS products and updates, where you have consented or where we have a legitimate interest to do so.
- To improve the website and platform using anonymised usage data.
- To comply with legal and regulatory obligations.
5. Who we share data with
We do not sell personal data. We share data only with:
- Payment processors: Stripe Inc., for processing subscription payments. Stripe is PCI DSS compliant.
- Hosting providers: infrastructure providers used to host the CleanOS platform and website.
- Email service providers: for transactional and marketing email delivery.
- Analytics providers: for website usage analysis (anonymised and aggregated where possible).
All third-party processors are required to handle data in accordance with UK GDPR and are bound by data processing agreements.
6. International data transfers
Some of our service providers are based outside the UK. Where we transfer personal data outside the UK, we ensure adequate protections are in place, including reliance on the UK's adequacy regulations, standard contractual clauses approved by the ICO, or equivalent safeguards.
7. Cookies
We use cookies on this website. Cookies are small text files stored on your device that help us operate the site and understand how it is used.
Essential cookies
Required for the website to function (session management, security). These cannot be disabled.
Analytics cookies
Used to understand how visitors interact with the site (pages viewed, time spent, referral sources). We use this data in aggregate. You can opt out at any time.
Marketing cookies
Set only with your consent. Used to show relevant advertising and measure campaign effectiveness.
You can manage your cookie preferences through your browser settings. Note that disabling certain cookies may affect site functionality.
8. How long we keep your data
- Account data: retained for the duration of your subscription and for 7 years after account closure, as required for financial and legal compliance.
- Training completion records: retained for 7 years to support your compliance audit trail. You may request deletion subject to legal obligations.
- Marketing data: retained until you unsubscribe or withdraw consent, or for 3 years of inactivity, whichever is sooner.
- Enquiry data: retained for 2 years if no subscription is taken out.
9. Your rights under UK GDPR
You have the following rights regarding your personal data:
- Access: request a copy of the personal data we hold about you.
- Rectification: request correction of inaccurate or incomplete data.
- Erasure: request deletion of your data, subject to legal obligations that require us to retain certain records.
- Restriction: request that we restrict processing of your data in certain circumstances.
- Portability: request a copy of your data in a structured, machine-readable format.
- Objection: object to processing based on legitimate interests or for direct marketing.
- Withdraw consent: where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, contact us at privacy@cleanos.co.uk. We will respond within 30 days. We may need to verify your identity before actioning your request.
10. Complaints
If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:
We would always prefer the opportunity to address your concerns directly before you contact the ICO. Please reach out to us first.
11. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These include encrypted data transmission (HTTPS), access controls, and regular security reviews. No method of transmission over the internet is completely secure; we cannot guarantee absolute security but we take our obligations seriously.
12. Children
CleanOS products and services are intended for business use only. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us immediately at privacy@cleanos.co.uk.
13. Changes to this policy
We may update this policy from time to time. The date at the top of this page reflects when it was last revised. Material changes will be communicated to active subscribers by email at least 30 days before they take effect. Continued use of CleanOS services after the effective date constitutes acceptance of the updated policy.
14. Contact
For any data protection queries, subject access requests, or concerns: