Privacy Policy

Data Controller: VELARONA Group Ltd

Company Registration: Company No. 15148389 (England and Wales)

Registered Office: 128 City Road, London, EC1V 2NX

Contact Email: web@velarona.com

We collect personal data when you obtain a quotation, make a booking, contact us, or use our services. This includes:

• • Contact Information: Name, email address, phone number, postal address
• • Service Details: Property address, service date, service type, condition classification
• • Payment Information: Bank details, payment history, invoice details
• • Communication Records: Emails, messages, notes from phone calls, inquiry details
• • Photographic Evidence: Before-and-after photographs of properties cleaned
• • Access Information: Keys, entry codes, access instructions for premises
• • Technical Data: IP address, device information, website activity logs (where applicable)

We process your personal data on the following legal bases:

• • Contractual Performance (Article 6(1)(b) UK GDPR): To provide cleaning services, process payments, and fulfil your booking requirements.
• • Legal Obligation (Article 6(1)(c) UK GDPR): To comply with tax, accounting, insurance, and health & safety regulations.
• • Legitimate Interests (Article 6(1)(f) UK GDPR): To improve our services, prevent fraud, investigate complaints, and manage business operations.
• • Consent (Article 6(1)(a) UK GDPR): For marketing communications, where you have explicitly opted in.

We use your personal data for:

• • Service delivery and booking management
• • Processing payments and invoicing
• • Quality assurance and dispute resolution
• • Compliance with legal and regulatory obligations
• • Insurance purposes and liability claims
• • Improving our services and customer experience
• • Communication about your booking or service
• • Targeted marketing (where consent has been given)

We may share your personal data with:

• • Service Providers: Accountants, bookkeepers, and invoicing systems (Xero)
• • Insurance Providers: For public liability claims and coverage verification
• • Legal & Financial Advisors: Where required for disputes or compliance
• • Payment Processors: Banks and payment gateway providers
• • Law Enforcement: When required by law or court order

We do not sell or rent your personal data to third parties for marketing purposes.

We retain personal data for as long as necessary to provide services and comply with legal obligations:

• • Booking & Service Data: Retained for 3 years for tax and legal compliance
• • Photographic Evidence: Retained for 12 months for dispute resolution, then deleted
• • Payment Records: Retained for 6 years per UK tax requirements
• • Communication Records: Retained for 2 years or until dispute is resolved

Once the retention period expires, we delete or anonymise your data securely.

Under UK GDPR, you have the following rights:

• • Right to Access: Request a copy of your personal data
• • Right to Rectification: Correct inaccurate or incomplete data
• • Right to Erasure: Request deletion of your data (subject to legal obligations)
• • Right to Restrict Processing: Limit how we use your data
• • Right to Data Portability: Request your data in a machine-readable format
• • Right to Object: Opt out of direct marketing or processing based on legitimate interests

To exercise these rights, please contact us at web@velarona.com.

We implement appropriate technical and organisational measures to protect your personal data, including:

• • Secure password-protected systems
• • Encrypted transmission of sensitive data
• • Limited access to personal data by authorised personnel only
• • Regular security assessments and updates

However, no system is completely secure. We cannot guarantee absolute protection against unauthorised access, but we take all reasonable precautions.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites. Please review their privacy policies before sharing personal information.

We may send you service-related communications (booking confirmations, invoices, service updates) without requiring opt-in consent as these are necessary for contract performance.

For marketing-related communications (newsletters, promotions, service updates), we will only send these with your explicit prior consent. You can opt out of marketing communications at any time by contacting us or clicking the unsubscribe link in emails.

We may update this Privacy Policy from time to time. Changes will be posted on our website with an updated "Last updated" date. Continued use of our services after updates constitutes acceptance of the revised policy.

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your data, please contact:

Email: web@velarona.com

Post: VELARONA Group Ltd, 128 City Road, London, EC1V 2NX

Phone: 01302 985051

If you are not satisfied with our response to a data protection concern, you may lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.