Privacy Policy

At LOYALS Solutions LTD, we take the protection of your personal information seriously. This Privacy Policy explains how we collect, use, store, and protect your data when you use our website, contact us, request our services, or interact with us in any way. We are committed to operating in full compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

LOYALS Solutions provides premium property services throughout London, including Airbnb cleaning, end of tenancy cleaning, Airbnb management, and commercial cleaning. As part of our service delivery, we necessarily collect certain information about our clients and their properties. This policy outlines exactly how we handle that information and what rights you have.

Last Updated: March 2026

We collect and process various categories of personal information depending on how you interact with us and what services you request. This information may include your name, residential or business address, telephone number, email address, and payment information when you contact us for quotes or book our services.

When you request our cleaning or property management services, we collect information about the property requiring work, including its location, layout, specific cleaning requirements, access instructions, and any special considerations for the property or its contents. This information is essential for us to provide you with an accurate quote and to deliver our services safely and effectively.

A core component of our service offering is the documentation of property conditions through timestamped photography. Both before and after our work, we capture detailed photographic records of properties to document the condition of the premises, the quality of our cleaning work, and the completion of agreed services. These images are timestamped to provide irrefutable evidence of when the work was completed and the condition of the property at that time. This photographic documentation protects both you and LOYALS Solutions by creating an objective record of property conditions and work completed.

We may also collect information about your cleaning preferences, property access arrangements, security codes or keys, and contact preferences. If you use our website, we collect information about how you interact with it, including pages visited and features used. We may also receive your IP address and browsing information through our use of analytics services.

Payment information is collected securely through authorised payment processors. We do not store full credit or debit card details on our systems. If you contact us by telephone or email, we may retain records of these communications for service improvement and quality assurance purposes.

We use your personal information for a number of specific purposes, all related to providing our cleaning and property management services or improving our business. These purposes are as follows:

Service Delivery: We use your information to provide you with the cleaning or property management services you have requested. This includes scheduling cleanings, communicating with you about job progress, and providing the photographic documentation of completed work. We use property addresses, access information, and specific instructions you provide to ensure we clean your property correctly and efficiently.

Communication: We use your contact details to communicate with you about your service request, including providing quotes, confirming appointments, updating you on work progress, and following up after services are completed. We may also contact you if we need to clarify any requirements or if unforeseen issues arise during cleaning work.

Payment Processing: We use your payment information to process invoices, collect payment for services rendered, and to maintain accurate financial records. We may also use payment data to prevent fraud and unauthorised transactions.

Quality Assurance: We analyse our service delivery, including reviewing before and after photographic documentation, to ensure the highest standards are consistently met. We may use anonymised feedback from customers to identify areas for improvement and to train our team members.

Legal and Compliance: We use information as necessary to comply with our legal obligations, including tax compliance, employment law, health and safety regulations, and data protection requirements. We maintain records to evidence our compliance with relevant legislation.

Marketing and Business Development: With your consent, we may use your contact information to send you information about our services, special offers, news, and updates. If you no longer wish to receive marketing communications, you can opt out at any time by contacting us directly.

Dispute Resolution: We may use information to investigate complaints, resolve disputes, and enforce our rights under contracts or applicable law.

Analytics and Improvement: We use analytics data collected from our website to understand how visitors interact with our site, which pages are most popular, and where users encounter difficulties. This helps us improve the user experience and ensure our website meets the needs of our customers.

We do not sell or rent your personal information to third parties. However, we do share information with certain trusted partners and service providers who help us deliver our services or who need the information to perform functions on our behalf. All third parties are required to process data in accordance with data protection law and to maintain appropriate security measures.

Service Providers: We may share information with service providers who assist us in delivering our cleaning and property management services. This may include contractors, subcontractors, or specialist cleaning providers if you have specifically requested services beyond our core offering. We carefully vet all service providers and enter into Data Processing Agreements with them to ensure your data is protected.

Payment Processors: Payment information is shared with our authorised payment processors to facilitate secure payment collection. These processors are PCI DSS compliant and maintain industry-standard security. We do not store or have access to full credit or debit card details.

Analytics Providers: We use third-party analytics tools to understand website usage and improve our online services. These tools may collect information about your IP address and browsing behaviour, but this data is aggregated and anonymised. We use services that are compliant with GDPR requirements.

Legal and Regulatory Authorities: We may share information with law enforcement agencies, regulatory bodies, or other government authorities if we are legally required to do so. This might occur in response to a court order, warrant, or legal process, or if we reasonably believe disclosure is necessary to protect the public or to enforce our legal rights.

Business Transfers: If LOYALS Solutions is acquired, merged, or enters into a significant business transaction, your personal information may be transferred as part of that transaction. We will provide notice of any such change and any choices you may have regarding your data in the event of such a transaction.

Property Managers and Landlords: If you use our Airbnb management or end of tenancy cleaning services, we may share service documentation, including before and after photographs, with the property owner, landlord, or property management company as part of providing those services. This information is essential for demonstrating that work has been completed to the agreed standard.

We do not share your personal information with any third parties for their direct marketing purposes without obtaining your express consent first. Where we do engage third-party processors, we have in place legally binding Data Processing Agreements that ensure your information is protected to the same standards as we apply.

LOYALS Solutions takes the security of your personal information very seriously. We implement comprehensive technical, organisational, and administrative measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These measures are appropriate to the nature of the information we hold and the risks associated with its processing.

Technical Security: We use encryption and secure socket layer (SSL) technology to protect sensitive information in transit, particularly payment details and other confidential data. Our website uses industry-standard HTTPS encryption. Access to systems containing personal data is restricted to authorised personnel only and protected by strong authentication mechanisms.

Physical Security: Where we maintain physical records containing personal information, we ensure these are stored securely in locked facilities with restricted access. Our offices and storage areas are protected by security measures including access controls and, where necessary, surveillance systems.

Staff Training: All staff members at LOYALS Solutions receive regular data protection and information security training. Every member of our team understands the importance of protecting personal information and is contractually bound by confidentiality obligations. Our staff are trained to recognise and respond to security threats and to handle personal information responsibly.

Access Controls: We limit access to personal information to those staff members who need it to perform their job functions. Access is granted on a need-to-know basis, and we maintain records of who has accessed sensitive information.

Insurance: LOYALS Solutions maintains professional indemnity insurance and public liability insurance that provides additional protection to our clients. These insurance policies reflect our commitment to maintaining the highest professional standards and provide recourse if something does go wrong.

Incident Response: We have in place procedures for responding to and managing data security incidents. In the event of a suspected breach or unauthorised access to personal information, we will take immediate steps to contain the incident, investigate what happened, and notify affected individuals where required by law.

However, please be aware that no security measures are completely foolproof. While we strive to protect your information using all reasonable means, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of any passwords or access details you use to interact with our services.

Under the UK GDPR and Data Protection Act 2018, you have specific rights relating to your personal information. LOYALS Solutions is committed to respecting these rights and will respond to any requests promptly and transparently.

Right of Access: You have the right to request access to your personal data that we hold. We will provide you with a copy of the information we process about you, including details of how we use it, who we share it with, and how long we keep it. Requests for access must be submitted in writing and will be fulfilled within one month of receipt (or longer if the request is complex or voluminous).

Right to Rectification: If you believe that personal data we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it. We will make any necessary amendments promptly and, where required, inform third parties who have received the incorrect information.

Right to Erasure: In certain circumstances, you have the right to request that we delete your personal data. This is sometimes referred to as the "right to be forgotten." However, this right is not absolute and does not apply where we have a legal obligation to retain the information or where we need it to complete a contract with you. For example, we may need to retain photographic evidence of completed cleaning work for seven years for dispute resolution and legal compliance purposes.

Right to Restrict Processing: You have the right to request that we restrict or limit how we use your personal information in certain circumstances, such as while we investigate the accuracy of data or while we consider whether we have a lawful basis for processing.

Right to Data Portability: You have the right to request that we provide your personal data in a structured, commonly used, and machine-readable format and, where technically feasible, to transmit that data directly to another organisation. This right applies where we are processing data based on your consent or to fulfil a contract with you.

Right to Object: You have the right to object to our processing of your personal data in certain circumstances. For example, you can object to processing for direct marketing purposes, or you can object to processing based on legitimate interests. Where you object, we will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.

Rights Related to Automated Decision Making: You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects concerning you. If such automated decision-making is used, you have the right to human intervention and to challenge the decision.

Right to Withdraw Consent: Where we are processing your information based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing that occurred before the withdrawal.

To exercise any of these rights, please contact our Data Protection Officer using the details provided in the "Contact Us" section. We will acknowledge your request and provide a substantive response within one month. Requests may occasionally take longer if they are complex or voluminous, in which case we will inform you and provide an estimated response date.

LOYALS Solutions does not intentionally collect personal information from children under the age of 13. Our services are primarily aimed at adults, landlords, property managers, and business clients. If you become aware that a child under 13 has provided us with personal information without parental consent, please contact us immediately, and we will take steps to delete such information and not use it for any purpose.

If you are between 13 and 18 years old, your use of our services and website should ideally be supervised by an adult or with parental consent. We encourage parents and guardians to be involved in their children's online activities and to inform us if they have concerns about information collected from a minor.

If you have any questions about this Privacy Policy, concerns about how we process your personal information, or if you wish to exercise any of the rights outlined above, please contact us using the details below. Our Data Protection Officer will respond to your queries promptly.

LOYALS Solutions LTD
39-41 North Road
London N7 9DP
England

Data Protection & Privacy Enquiries:
kris.nick@loyal-solutions.uk

General Customer Support:
nikol@loyal-solutions.uk

Telephone:
07401 893 698

Website:
loyal-solutions.uk