Last updated: 2 October 2026

1. Who we are

Soniclean (South Yorkshire) Limited (company number 08539358) is responsible for the personal information described in this notice. Our business address is Raven Business Centre, 29 Ravencarr Road, Sheffield, South Yorkshire, S2 1FW.

For privacy questions or requests, email pristine@soniclean.co.uk.

2. What this notice covers

This notice explains how we use personal information when you visit soniclean.co.uk, contact us, submit an initial service enquiry or receive our business marketing. It covers the Contact and PBSA enquiry forms. Account, workforce and job information used within our operational apps is outside the scope of this website notice.

3. Information we receive

Enquiries may include your name, email address, telephone number, organisation, site details and message. PBSA enquiries may also include the site address, city and postcode, accommodation quantities and room types, proposed departure and arrival dates, whether figures are estimates, and details of the service requested. We keep the enquiry reference, submission time and relevant correspondence.

Information normally comes from you or a colleague or representative contacting us for your organisation. If you give us another person’s details, please make sure they know and can read this notice. Providing enquiry information is voluntary, but without sufficient contact and service details we may be unable to respond or prepare a quotation.

Please supply only information needed for the enquiry. Do not send payment-card details, identity documents, health information or tenant or worker records through the initial enquiry forms.

4. Website information and cookies

Our website and hosting services may receive technical information needed to deliver and protect the site, including IP addresses, browser and device details, requested pages and request times. Google Analytics helps us understand visits and interactions using online identifiers and website activity information, subject to the applicable consent settings.

Optional analytics cookies are controlled through our cookie preferences. You can reopen those preferences using the cookie settings button on the website. Our Cookie Policy explains cookie purposes, durations and choices.

5. Why we use information and our legal bases

We use enquiry information to understand your requirements, answer questions, prepare and discuss quotations, arrange relevant follow-up and maintain business relationships. For people acting on behalf of a business, our legal basis is our legitimate interest in responding to enquiries and managing prospective and existing commercial relationships, taking account of your rights and reasonable expectations.

Where you personally are the prospective customer or contracting party, we may instead use information because it is necessary to take steps at your request before a contract or to perform that contract. This basis does not automatically apply to an employee simply because their employer is our customer. We also process information where necessary to meet legal obligations, including relevant accounting and tax requirements.

We market Soniclean’s services to limited companies only, using email, telephone and electronic messaging such as WhatsApp. We do not send postal marketing. Our basis for relevant business-contact marketing is legitimate interests where permitted; where a channel or contact requires consent, we obtain it before sending that marketing. An enquiry does not itself give blanket consent to marketing.

You can object to direct marketing at any time. Use an unsubscribe link where provided, reply to a message asking us to stop, tell us during a call, or email pristine@soniclean.co.uk. We use consent for optional processing where required, including optional analytics cookies.

6. Who receives information

Our policy is to share service information on a need-to-know basis with the people involved in delivering the requested services. This may include relevant staff and service-delivery personnel. We do not share personal information with third parties for their own marketing.

We use service providers to operate the website, deliver email and manage business records. These include Fasthosts for website and website-email services, and Google services, including the Sheets and Apps Script PBSA enquiry workflow. PBSA submissions are stored in an enquiry register and notified to our business mailbox. Google Analytics processes website measurement information. Communication providers such as WhatsApp also process information when those channels are used.

Information may also be disclosed where required by law or where necessary for professional advice or establishing, exercising or defending legal claims.

7. International processing

Our staff and service-delivery personnel do not routinely access enquiry information from outside the UK. Some technology providers operate internationally, so their processing may take place outside the UK, including in Europe and the United States.

Fasthosts’ published data-processing terms provide for processing mainly in the UK or Europe, with safeguards required for necessary transfers elsewhere. Google’s published terms describe adequacy arrangements, including the UK Extension to the EU–US Data Privacy Framework where applicable, and standard contractual clauses for other relevant transfers. The mechanism depends on the service and destination.

Where a restricted transfer is necessary, it must be covered by an applicable UK adequacy arrangement or appropriate contractual safeguards, such as standard contractual clauses with the relevant UK provisions. Contact us for details of safeguards relevant to your information or to request a copy. Further information is available in Google’s data-processing terms and Google’s Analytics transfer information.

8. How long we keep information

From 2 October 2026, our standard retention rule for business records covered by this notice is three years from our last contact with you. Expired records are reviewed and deleted through manual and automated processes, subject to the exceptions below.

Relevant accounting and tax records are generally kept for six years from the end of the company financial year they relate to, or longer where legally required. We may retain the specific records needed for an unresolved complaint, dispute or legal claim for as long as necessary. We retain a minimal record of marketing objections where needed to make sure you are not contacted again. These exceptions do not justify keeping every enquiry detail indefinitely.

Technical logs and cookies have separate operational lifetimes and are not automatically kept for three years. Google Analytics is set to retain event data for two months and user data for fourteen months, with the user-data period restarting on new user activity. These settings do not control how long most aggregated standard reports remain available. Cookie lifetimes are listed in our Cookie Policy.

9. Your rights and choices

Depending on the circumstances, you can ask for access to your personal information, correction, erasure, restriction of processing or a portable copy where the portability right applies. Some rights are subject to legal exceptions.

Your right to object: you can object to processing based on legitimate interests on grounds relating to your situation. You can object to direct marketing at any time. Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of earlier processing. Change cookie choices using the website’s cookie settings button.

Send requests or privacy concerns to pristine@soniclean.co.uk. We may need sufficient information to confirm your identity and locate the relevant records. You also have the right to complain to the Information Commissioner’s Office.

10. Automated enquiry processing

Our enquiry systems validate and route submissions, assign references and send acknowledgements or notifications. Submitting a form does not automatically agree a price, accept a contract or confirm programme capacity.