Privacy Policy

1. Who We Are

Hygiene Solutions and Systems Ltd (“Hygiene Solutions,” “we,” “us,” or “our”) is a commercial washroom services provider registered in England. Our registered address is Unit T, Radius Court, Tungsten Park, Hinckley, Leicestershire, LE10 3BE.

We are the data controller for the personal information we collect through this website and our business operations. If you have any questions about how we handle your data, please contact us:

• Email: enquiries@hygienesolutions.org
• Phone: 0800 389 8124
• Post: Unit T, Radius Court, Tungsten Park, Hinckley, Leicestershire, LE10 3BE

2. Information We Collect

We may collect and process the following types of personal data:

Information you provide directly

• Name, job title, and company name
• Email address and telephone number
• Postal address and site addresses
• Messages and enquiry details submitted via our contact forms
• Information provided during free site surveys

Information collected automatically

• IP address and approximate location
• Browser type, operating system, and device information
• Pages visited, time spent on pages, and referral source
• Cookie data (see Section 8 below)

3. How We Use Your Information

We use the personal data we collect for the following purposes:

• Responding to enquiries — to reply to contact form submissions, phone calls, and email correspondence
• Providing our services — to arrange site surveys, set up service agreements, and manage ongoing service delivery
• Sending quotations — to prepare and deliver pricing proposals you have requested
• Contract performance — to fulfil our obligations under service agreements
• Legitimate business interests — to improve our website, analyse usage patterns, and ensure security
• Legal compliance — to meet our obligations under environmental, health and safety, and waste management regulations

We will not use your personal data for automated decision-making or profiling.

4. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following legal bases:

• Consent — where you have given clear consent for us to process your data for a specific purpose (e.g., subscribing to communications)
• Contract — where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract
• Legitimate interests — where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms
• Legal obligation — where processing is necessary to comply with a legal obligation

5. Who We Share Your Data With

We do not sell your personal data to third parties. We may share your information with:

• Service delivery partners — where necessary to fulfil our services (e.g., waste processing partners)
• IT service providers — who host our website and business systems, under appropriate data processing agreements
• Professional advisors — such as accountants or legal advisors, where necessary
• Regulatory bodies — such as the Environment Agency, where required by law

All third parties who process personal data on our behalf are required to take appropriate security measures to protect your data in line with our policies and applicable law.

6. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy:

• Enquiry data — retained for up to 2 years after your last interaction with us
• Client data — retained for the duration of our service agreement and for 6 years afterwards (in line with HMRC requirements)
• Waste transfer documentation — retained for a minimum of 2 years as required by environmental regulations
• Website analytics data — retained in anonymised form for up to 26 months

7. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your personal data (subject to legal obligations)
• Right to restrict processing — request that we limit how we use your data
• Right to data portability — request transfer of your data to another organisation
• Right to object — object to processing based on legitimate interests or direct marketing
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us using the details in Section 1. We will respond to your request within one month.

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device when you visit our site.

Essential cookies

These are necessary for the website to function and cannot be switched off. They include cookies for page navigation and accessing secure areas.

Analytics cookies

With your consent, we use analytics cookies to understand how visitors interact with our website. This helps us improve our content and user experience. Analytics data is collected in anonymised form.

Managing cookies

You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information about cookies, visit allaboutcookies.org.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include:

• SSL/TLS encryption on our website
• Secure hosting with Cloudflare
• Access controls limiting who can view personal data
• Regular review of our data handling practices

While we take all reasonable steps to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policy of any website you visit.

11. Children’s Privacy

Our services are aimed at businesses, not individuals under 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on this page with a revised “last updated” date. We encourage you to review this page periodically.

13. Contact Us

If you have any questions about this privacy policy or how we handle your personal data, please contact us: