Privacy Policy
How EL Contract Services collects, uses, stores and protects your personal information.
Privacy Policy
Last updated: 26 July 2026
About this policy
This Privacy Policy explains how E.L CONTRACT SERVICES LTD collects, uses, shares, stores and protects personal information.
It applies when you:
• Visit our website
• Complete a contact, quote or tender support form
• Contact us by email, telephone or social media
• Request a quotation
• Discuss or receive cleaning services
• Work with us as a customer, supplier, subcontractor, professional adviser or business contact
• Apply for work by email
This policy applies to website visitors, enquirers, customers, suppliers and professional contacts.
Employee information is handled separately and is not covered by this website Privacy Policy.
Who we are
E.L CONTRACT SERVICES LTD is the controller responsible for the personal information covered by this policy.
Company number:
12861134
Registered office:
C/O DPC
Stone House
55 Stone Road
Stoke-on-Trent
Staffordshire
ST4 6SR
Trading and operational address:
Unit 6
The Grange Farm
Belmont Road
Tutbury
Burton-on-Trent
DE13 9HJ
Email:
Telephone:
01889 560 563
Information we may collect
The information we collect depends on how you interact with us.
Identity and contact information
This may include:
• Name
• Company or organisation name
• Job title or professional role
• Email address
• Telephone number
• Postal, business or site address
• Social media profile information
Enquiry and quotation information
This may include:
• Information submitted through website forms
• Type of site, project or environment
• Site location
• Cleaning requirements
• Cleaning frequency
• Preferred cleaning times
• Approximate site size
• Current cleaning arrangements
• Project stage
• Timescales or tender deadlines
• Access requirements
• Operational requirements
• Information provided within messages and correspondence
Customer and contract information
This may include:
• Quotation and proposal records
• Contract and service information
• Site contact details
• Service schedules
• Site instructions
• Access arrangements
• Risk, health and safety or compliance information
• Correspondence and meeting notes
• Feedback, complaints and service records
Tender and supplier information
This may include:
• Tender or procurement requirements
• Supplier questionnaires
• Contract specifications
• Submission deadlines
• Insurance and accreditation requirements
• Site and mobilisation information
• Contact details for procurement or contract representatives
Financial and accounting information
This may include:
• Invoice details
• Payment records
• Bank transfer references
• Purchase order information
• Accounting and tax records
We do not take payments through this website and do not normally receive or store full payment-card details.
Website and technical information
This may include:
• Internet Protocol address
• Browser and device information
• Pages viewed
• Referral source
• Approximate location derived from technical information
• Website activity
• Form activity
• Cookie choices
• Server, security and email-delivery logs
Recruitment information
Where someone applies for work by email, we may receive:
• Name and contact details
• CV and employment history
• Qualifications and experience
• References
• Availability
• Information voluntarily included within an application
Please do not send health information or other sensitive information unless it has been specifically requested or is necessary to discuss a reasonable adjustment.
Testimonials, reviews and project information
Where permission has been obtained, this may include:
• Customer name
• Company name
• Review or testimonial
• Project details
• Photographs or videos
• Case-study information
Information from other sources
We may receive professional or business information from:
• Referrals and introducers
• Customers, contractors and suppliers
• Public business websites
• Companies House
• Public professional profiles
• Social media
• Procurement platforms
• Publicly available tender or supplier information
Sensitive and confidential information
We do not normally need special category information such as medical information, religious beliefs, political opinions, biometric information or information about an individual’s sex life or sexual orientation.
Please do not use a general website form to submit:
• Patient or resident information
• Employee records
• Medical information
• Confidential personal information about another person
• Safeguarding information
• Criminal allegations
• Security codes, passwords or access credentials
• Any other sensitive information that is not necessary for an initial enquiry
If sensitive or confidential information is genuinely required, please contact us first so that an appropriate method of communication can be agreed.
Where special category information is received, it will only be used where an appropriate lawful basis and additional legal condition apply.
How we use personal information
We may use personal information to:
• Respond to enquiries
• Discuss cleaning requirements
• Arrange calls, meetings and site visits
• Prepare quotations, proposals and tender responses
• Assess whether we can provide a requested service
• Enter into and manage contracts
• Plan, schedule and deliver cleaning services
• Communicate with customers and site contacts
• Arrange site access and operational requirements
• Prepare risk assessments, method statements and compliance documentation
• Manage staff, supervisors and approved subcontractors involved in service delivery
• Maintain service, quality and account-management records
• Process invoices and payments
• Manage complaints, disputes and customer feedback
• Request or publish reviews, testimonials, project photographs or case studies where appropriate permission has been obtained
• Operate, protect and improve our website
• Deliver website-form messages and email notifications
• Understand how visitors use our website
• Maintain security and prevent misuse
• Keep appropriate business, insurance and accounting records
• Manage suppliers and professional relationships
• Respond to job applications
• Comply with legal and regulatory obligations
• Establish, exercise or defend legal claims
Our lawful bases
We rely on different lawful bases depending on why information is being used.
Steps before entering into a contract
We may use this basis when you ask us to:
• Respond to a service enquiry
• Discuss a proposed cleaning requirement
• Arrange a site visit
• Prepare a quotation
• Respond to a tender or supplier request
Contract
We may use this basis where processing is necessary to:
• Deliver agreed cleaning services
• Manage a customer contract
• Communicate about service delivery
• Arrange access, schedules and site requirements
• Manage payments and contractual records
Legitimate interests
We may rely on legitimate interests to:
• Operate and improve our business
• Respond to business enquiries
• Maintain professional relationships
• Manage customer service and account records
• Protect our website, email and systems
• Prevent fraud, misuse and security incidents
• Maintain appropriate evidence of quotations, instructions and communications
• Request feedback
• Present reviews or completed work where appropriate permission has been obtained
• Manage suppliers, insurers and professional advisers
We consider the interests and reasonable expectations of the people involved before relying on this basis.
Consent
We rely on consent where required, including for:
• Non-essential cookies and similar technologies
• Optional use of photographs, testimonials or identifiable case-study material
• Any electronic marketing that requires consent
You may withdraw consent at any time.
Legal obligation
We may use personal information where necessary to:
• Maintain tax and accounting records
• Meet company-law obligations
• Respond to lawful requests
• Comply with health and safety duties
• Meet insurance or regulatory requirements
• Fulfil other legal obligations
Legal claims
Information may be retained or used where necessary to establish, exercise or defend a legal claim.
Website forms
The website may include:
• Main Contact Form
• Commercial Cleaning Quote Form
• Industrial Cleaning Quote Form
• Construction Cleaning Quote Form
• Specialist Cleaning Quote Form
• Tender & Commercial Contract Support Form
Information submitted through these forms is used to:
• Respond to the enquiry
• Understand the site or service requirement
• Assess whether EL Contract Services can assist
• Prepare a quotation or arrange a site discussion
• Respond to tender, supplier or procurement requirements
• Follow up about the specific service requested
Submitting a form does not automatically add you to a general marketing list.
Please do not submit patient, resident, employee, medical, safeguarding or other sensitive personal information through a general website form.
Email delivery and website records
Website-form messages are delivered to:
Email is managed through Microsoft 365.
Depending on the website configuration, information submitted through a form may also be temporarily or permanently retained within:
• WordPress form-submission records
• Website email-delivery logs
• SMTP or backup email logs
• Website backups
These records are used to support reliable email delivery, investigate failed messages, protect the website and maintain appropriate enquiry records.
Access is restricted to people and providers who need it for legitimate business or technical purposes.
Marketing communications
EL Contract Services does not automatically add website enquirers to a marketing list.
We do not currently use website forms to send general newsletters, promotional emails or marketing text messages.
We may contact you about:
• The enquiry you submitted
• A quotation you requested
• A service or contract you are discussing
• An existing customer relationship
• A relevant operational or account-management matter
You may ask us to stop non-essential communications at any time.
Reviews, photographs and case studies
We may ask customers for:
• A review or testimonial
• Permission to photograph completed work
• Permission to describe a project
• Permission to identify a customer or organisation
Where an identifiable person, customer name or confidential project detail is involved, we will seek appropriate permission before publication.
Permission may be withdrawn for future use, although this may not always require the withdrawal of material already lawfully printed, published or distributed.
Recruitment enquiries
Job applications are currently accepted by email rather than through a website application form.
Application information may be used to:
• Assess suitability for a role
• Contact an applicant
• Arrange interviews
• Verify experience or references
• Meet recruitment and legal requirements
Information relating to unsuccessful applicants is normally retained for up to six months after the recruitment process ends, unless a longer period is agreed or legally required.
Successful applicants will receive separate information about how employee information is handled.
Who we share information with
We may share personal information with trusted providers where necessary to operate the website, manage the business or provide services.
These may include:
• Website hosting providers, including Hostinger
• Domain providers, including Fasthosts
• WordPress and Elementor website technology providers
• Business email and cloud-service providers, including Microsoft
• Website analytics, search and mapping providers, including Google
• Cookie-consent providers
• Video-hosting providers, including YouTube or Vimeo where embedded content is used
• Review-widget providers where used
• Website designers and support providers, including Killed Pixel Ltd trading as Killed Pixel Studio
• Accountants, including DPC Accountants
• Insurers
• Professional advisers
• Cleaning staff and supervisors involved in delivering a service
• Approved subcontractors
• Health and safety or compliance providers
• IT, backup, security and email-delivery providers
• Law enforcement, regulators, courts or public authorities where legally required
Providers are only given information that is reasonably needed for the relevant purpose.
We do not sell personal information.
Staff, supervisors and subcontractors
Where necessary for service delivery, relevant information may be shared with:
• Cleaning staff
• Supervisors
• Site managers
• Account managers
• Approved subcontractors
This may include site contact details, access instructions, cleaning specifications, schedules and health and safety requirements.
They should only use the information for the relevant service and must handle it appropriately.
International transfers
Some technology providers may process or store information outside the United Kingdom.
Where this involves a restricted international transfer, we will use an appropriate legal mechanism, which may include:
• United Kingdom adequacy regulations
• Approved contractual safeguards
• The UK International Data Transfer Agreement
• The UK Addendum to approved standard contractual clauses
• Another transfer mechanism permitted by law
We will also consider the nature of the information and the safeguards provided by the relevant service.
How long we keep information
We keep personal information only for as long as reasonably required for the purpose for which it was collected.
General enquiries
Enquiries that do not become customer relationships are normally retained for up to 12 months after the last meaningful communication.
Customer, quotation and contract records
Customer, quotation, service and contract records may be retained for up to six years after the contract or working relationship ends where required for contractual, insurance, operational or legal purposes.
Financial and accounting records
Invoices, payment information and accounting records are normally retained for at least six years from the end of the relevant financial year, or for any longer period required by law.
Complaints, disputes and legal claims
Records may be retained for up to six years after the matter closes, or longer where legally required or reasonably necessary for an active claim.
Recruitment information
Information relating to unsuccessful applicants is normally retained for up to six months after the recruitment process ends.
Successful applicant information is handled under the applicable employee privacy arrangements.
Testimonials and project records
Reviews, testimonials, project photographs and case-study material may be retained while they remain relevant and are being lawfully used.
Underlying permission and correspondence records may be retained for an appropriate period.
Website-form and email-delivery logs
Website submissions and email logs are retained according to the website settings, technical requirements and the applicable purpose.
Unnecessary logs should be removed when no longer required.
Analytics and cookie information
Retention depends on:
• The technology used
• Provider settings
• The visitor’s choices
• The live cookie-consent configuration
Further information is provided within our Cookie Policy and cookie preference panel.
Backups
Information may remain within secure backups until it is overwritten through the normal backup cycle.
Longer retention
Information may be kept for longer where:
• A legal duty applies
• A dispute or complaint remains active
• It is needed for an insurance matter
• It is necessary to establish or defend a legal claim
• A regulator, court or law-enforcement body requires preservation
Security
We take reasonable technical and organisational steps to protect personal information.
These may include:
• Access controls
• Strong passwords
• Multifactor authentication where available
• Secure website hosting
• Secure business email
• Website and software updates
• Backup procedures
• Device security
• Restricted administrator access
• Security logging
• Appropriate access by staff and providers
• Secure deletion where appropriate
No online or electronic system can be guaranteed to be completely secure.
Please contact us promptly if you believe information has been lost, accessed without permission or sent to the wrong person.
Your data protection rights
Depending on the circumstances, you may have the right to:
• Be informed about how your information is used
• Request access to your personal information
• Ask for inaccurate information to be corrected
• Ask for incomplete information to be completed
• Ask for information to be deleted
• Ask for processing to be restricted
• Object to processing
• Request transfer of information in an appropriate format
• Withdraw consent where consent is the lawful basis
• Raise concerns about solely automated decision-making
These rights are not absolute and may depend on why we hold the information.
We may need to confirm your identity before dealing with a request.
We normally respond to valid rights requests without undue delay and within the period required by data protection law.
Automated decision-making
We do not make decisions about individuals that have legal or similarly significant effects using solely automated processing.
Data protection concerns and complaints
Questions, rights requests or concerns about personal information can be sent to:
Please include enough information for us to understand and investigate the matter.
You also have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone:
0303 123 1113
You may wish to contact us first so that we have an opportunity to address your concern.
Children
Our website and services are intended primarily for businesses, organisations and adult professional contacts.
They are not directed towards children and we do not knowingly seek personal information from children through our general website forms.
External websites
Our website may link to third-party websites and social media platforms.
Those organisations handle personal information under their own privacy notices.
We are not responsible for the privacy practices, security or content of external websites.
Changes to this policy
We may update this policy where our website, services, providers or legal obligations change.
The latest version will be published on this page with a revised date.
Contact
Questions about this Privacy Policy or the way we handle personal information can be sent to:
E.L CONTRACT SERVICES LTD
Email:
Telephone:
01889 560 563
Registered office:
C/O DPC
Stone House
55 Stone Road
Stoke-on-Trent
Staffordshire
ST4 6SR
Trading and operational address:
Unit 6
The Grange Farm
Belmont Road
Tutbury
Burton-on-Trent
DE13 9HJ