1. About this privacy notice
This notice explains how Hawarden (the trading name of J&M Cleaners Wirral Ltd, Companies House 16673117) collects, uses, stores and protects personal data about clients, prospective clients, suppliers, contractors, tenants and guests whose data we process in the course of delivering our services.
We are committed to handling personal data lawfully, fairly and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This is version 1.0, published on 10 May 2026. We may update it from time to time — see §12 for how changes are notified.
2. Who we are (data controller)
The data controller is:
J&M Cleaners Wirral Ltd (trading as Hawarden)
Companies House registration: 16673117
Email: accounts@hawarden.uk
Phone: Phone arriving soon
Postal address: available on request — write to the email above.
ICO registration reference: pending — to be added once registration is confirmed.
3. What we collect
We collect personal data appropriate to the service you've engaged us for. This typically includes:
- Identity and contact data — your name, business name (if any), email address, postal address, phone number and any preferred contact method.
- Property data — address, access arrangements, key/alarm details, occupancy patterns, and any specific instructions for the property.
- Service data — quote history, contract terms, invoicing details, scheduled visits, completed-job photo reports, damage reports, and our internal notes.
- Financial data — invoicing and payment records. We do not store full card details — payments are processed by our payment provider directly.
- Tenant and guest data (Hawarden Group only) — for property-management clients, we may process limited personal data about tenants or short-term-let guests where this is necessary to deliver the service (e.g. an emergency contact, a booking reference, a complaint).
- Communications data — emails, WhatsApp messages, call notes, and similar records of the conversations we have with you.
- Website data — see §9 (Cookies and tracking).
We do not knowingly collect special category data (health, religion, sexual orientation, etc.) or data about children under 16.
4. How we collect it
We collect personal data directly from you when you:
- Submit our quote-request form on the website
- Phone, WhatsApp or email us
- Sign a service agreement or accept a quote
- Provide information during the course of a service (e.g. access codes, special instructions, damage reports)
For Hawarden Group clients, we may also receive personal data from your tenants, your letting agent, or your contractors where this is necessary to deliver the service we've been contracted for.
5. Why we process it (lawful bases)
We process personal data on the following lawful bases under UK GDPR Article 6:
- Performance of a contract (Art. 6(1)(b)) — for everything we do to deliver the services you've contracted us for: scoping, scheduling, attending site, invoicing, follow-up.
- Legitimate interests (Art. 6(1)(f)) — for responding to enquiries before a contract exists, for keeping operational records, for protecting our business against fraudulent or non-paying customers, and for improving our services. We balance these interests against your privacy rights and will not process data this way where your rights override our interests.
- Legal obligation (Art. 6(1)(c)) — for tax records, accounting records, health and safety records, and other statutory requirements.
- Consent (Art. 6(1)(a)) — only used where we ask you specifically (e.g. to feature a testimonial publicly, to share a before/after photo on social media). You can withdraw consent at any time.
6. Who we share it with
We share personal data only where necessary to deliver our service, comply with the law, or protect our legitimate interests. Recipients include:
- Our staff and contractors — vetted cleaners, linen-facility crew, property-management staff, and trusted sub-contractors (plumbers, electricians, decorators, locksmiths, glaziers) coordinated by us on your instruction.
- The Invisible Concierge (AFLAI) — for Hawarden Group clients on serviced-property or short-term-let units, an AI-powered guest concierge platform operated by A Fuller Life AI Ltd. Limited data about your property and house rules is processed by this platform to deliver automated guest responses. AFLAI is contractually bound to process this data only on our instructions.
- Professional advisers — accountants, solicitors, insurers, where reasonably required.
- Payment processors — for taking card payments. We do not store card details ourselves.
- Authorities — HMRC, law enforcement, or regulators, where legally required.
We do not sell personal data to anyone, ever. We do not share it with marketers or list brokers. We do not transfer personal data outside the UK or European Economic Area without putting appropriate safeguards in place (e.g. Standard Contractual Clauses).
7. How long we keep it
- Enquiry data (where you contacted us but didn't engage) — kept for up to 12 months, then deleted.
- Active client data — kept for the duration of our relationship.
- Records after a contract ends — kept for 6 years after the end of the engagement, to comply with HMRC retention requirements and to handle any post-contract claim that may arise.
- Marketing consent — kept until you withdraw consent.
- Web analytics — see §9.
8. Your rights under UK GDPR
You have the following rights in respect of your personal data:
- Right of access — to ask for a copy of the personal data we hold about you.
- Right to rectification — to ask us to correct inaccurate or incomplete data.
- Right to erasure ("right to be forgotten") — to ask us to delete your data, subject to our legal retention obligations.
- Right to restrict processing — to ask us to pause processing in certain circumstances.
- Right to data portability — to ask us to provide your data in a structured, machine-readable format.
- Right to object — to processing based on legitimate interests.
- Right to withdraw consent — where we are processing on the basis of your consent.
To exercise any of these rights, email accounts@hawarden.uk with the subject line "Data request — [your name]". We will respond within one calendar month (the UK GDPR statutory window), and we will not charge a fee for a reasonable request.
9. Cookies and tracking
This website currently sets no cookies of its own and runs no third-party analytics on the published pages. The only third-party connection is to Google Fonts (for the typography used on the site), which may set its own cookies subject to Google's privacy policy.
If we add web analytics, advertising pixels, or other tracking technologies in future, we will update this notice and (where consent is required) display a cookie banner asking you to opt in before any non-essential cookies are set.
10. Security
We take appropriate technical and organisational measures to protect personal data, including:
- Access controls — staff and contractors only see the data they need to deliver their part of the service.
- Encrypted email and password-protected storage for sensitive correspondence.
- Locked key storage at our Birkenhead facility with sign-in/sign-out logs.
- Regular review of who has access to what and removal of access when no longer needed.
No system is perfectly secure. If we become aware of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, inform affected individuals directly.
11. Complaints — ICO
If you're unhappy with how we've handled your data, please contact us first using the details in §13 — we'd rather know about it and put it right. If you remain unhappy, you have the right to lodge a complaint with the UK regulator:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: ico.org.uk/make-a-complaint
12. Changes to this notice
We may update this privacy notice from time to time. When we make material changes, we will update the version date at the top of the page and (where appropriate) notify clients of the change by email. The current version date is shown at the top of this page.
13. Contact us about your data
For any question about this notice, any data request, or any concern about how we handle your data, please contact:
Hawarden (J&M Cleaners Wirral Ltd)
Email: accounts@hawarden.uk (please use subject line "Data request — [your name]")
Phone / WhatsApp: Phone arriving soon