1. Data controller
The data controller is Clean Service Pro Sp. z o.o., ul. Jedności Narodowej 55-57/7, 50-262 Wrocław, Poland, entered in the Polish National Court Register under KRS 0000696503, NIP 8982237089 and REGON 368358682.
For privacy questions or to exercise your rights, contact bok@cleanservicepro.pl. This is the appropriate contact point for all matters concerning personal data.
2. Data we process
When you contact us by telephone or email, we process the information you provide, particularly identity and contact details, information about your business, premises and requested services, and any subsequent correspondence.
The general form on the home page prepares a message in the user’s email application. It may include a name or company name, email address, selected service, message and the names of selected files. Files are not uploaded automatically by the website; we receive them only if the user attaches them in their email application and sends the message.
The office-cleaning quote form collects the company name, contact person’s first and last name, business email, city or postcode, approximate floor area, frequency and preferred times. A telephone number and additional message are optional. We also attach the form language, page address and — where present in the URL — UTM campaign parameters and the gclid, wbraid or gbraid click identifiers.
To protect the form, the IP address is used in working memory to limit repeated attempts. Infrastructure providers may also process standard technical and security log data, such as the IP address, request time, browser and device type, and error information.
3. Purposes and legal bases
We process data only for the purposes described below. Sending an enquiry is not consent to marketing and does not subscribe you to a newsletter.
- answering enquiries and corresponding with you — Article 6(1)(f) GDPR; our legitimate interest is efficient communication with people interested in our services;
- preparing a quote or taking pre-contractual steps requested by a person who may become a party to the contract — Article 6(1)(b) GDPR; where a person acts for a business, Article 6(1)(f) GDPR applies;
- entering into and performing a contract and meeting accounting or tax duties where we start working together — Article 6(1)(b) and (c) GDPR;
- protecting the form, website security and establishing, exercising or defending legal claims — Article 6(1)(f) GDPR; our interest is preventing abuse and protecting the company’s rights;
- measuring use of the website with Google Analytics — Article 6(1)(a) GDPR, only after voluntary consent in the privacy banner.
4. Is providing data mandatory?
Providing data is voluntary. Fields marked as required are nevertheless necessary for us to understand the enquiry, prepare an estimate and respond. Without them, we may be unable to handle the form. The telephone number and additional information are optional. Analytics consent is not required to use the website or send an enquiry.
5. Who may receive the data
Authorised Clean Service Pro staff and service providers performing tasks required for the website and communication may access the data.
- our email service operator and IT support providers;
- Resend (Plus Five Five, Inc.) — sends the quote form to our email inbox;
- website platform and hosting providers, including OpenAI and Cloudflare — to operate, deliver and protect the website;
- Google Ireland Limited and Google group companies — only where the user consents to Google Analytics;
- legal or accounting advisers and authorised public bodies where necessary or required by law.
6. Transfers outside the EEA
Some providers operate globally, so data may be processed outside the European Economic Area, particularly in the United States. Depending on the recipient, a transfer is based on a European Commission adequacy decision, including the EU–US Data Privacy Framework, or European Commission Standard Contractual Clauses together with supplementary safeguards.
You can request information about the applicable safeguard or a copy by emailing bok@cleanservicepro.pl. Links to provider information appear at the end of this policy.
7. How long we keep data
We keep enquiries and correspondence until we have answered and closed the matter. If negotiations begin, we keep data until they end; if a contract is concluded, the rules for contract, accounting and tax records then apply. After closure, we retain data only to the extent needed to establish, exercise or defend claims, until the relevant limitation period expires.
The application uses the IP address solely to enforce an attempt limit within a fifteen-minute window. The record is held in volatile working memory and is not archived by the application. Separate security logs kept by infrastructure providers follow the periods set in their configurations and contracts.
We apply a maximum period of 14 months to user and event data available in the standard Google Analytics exploration features. Aggregated statistical reports, which we do not use to identify a person directly, may remain available for longer. Browser identifier periods are shown in the table below.
8. Google Analytics and campaign data
We use Google Analytics 4 (measurement ID G-MGWPM7Y6R7) to measure visits, popular pages and successful contact journeys. The Analytics script is blocked until consent is given. After consent, it may process a client identifier, the address and source of a visited page, session statistics, approximate location, and browser and device data. We also measure telephone-number clicks, email contact intent and successful form submissions — without sending form-field contents, the user’s name, email address or telephone number to Google.
For traffic from the EU, Google uses the IP address temporarily to determine an approximate location and discards it before it is recorded in Analytics. Advertising features, Google Signals, advertising storage and ad personalisation are disabled in the website code.
UTM parameters and click identifiers in the page address do not require Analytics to run. If you send the quote form, we attach them to the enquiry to determine its campaign source. We retain them for the same period as the correspondence.
9. Your rights
Depending on the legal basis and circumstances, you have the right to access, correct, erase and restrict processing of your data, and the right to data portability. You may object to processing based on our legitimate interests.
You may withdraw Analytics consent at any time through “Privacy settings” in the footer. Withdrawal prevents Analytics from starting again and removes _ga cookies accessible to the website from the browser. It does not affect the lawfulness of earlier processing. You may also ask us to delete historical data where we can associate it with information that allows us to fulfil the request.
Send requests to bok@cleanservicepro.pl. You also have the right to complain to a competent data protection authority; the President of the Polish Personal Data Protection Office (uodo.gov.pl) is the authority responsible for our registered office.
10. Automated decisions and policy changes
We do not make decisions based solely on automated processing that produce legal effects or similarly significantly affect users. Analytics statistics may help us assess the website and campaigns, but do not automatically decide whether a contract is offered or on what terms.
We may update this policy when the website, providers or law change. The current version will remain available at the same address and will show the date of the latest change. We will provide information about any new processing purpose before using data for that purpose.
Provider information and safeguards
Details about technologies, roles and transfers are available in these official documents: