Privacy Policy & Data Protection
Your privacy and data security are our top priorities
Privacy Policy & Data Protection
Your Privacy Matters
At WecareHC, we are committed to protecting your personal data and respecting your privacy rights. This Privacy Policy explains how we collect, use, store, and protect your information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
1. Information We Collect
Personal Information You Provide:
Contact Details: Name, email address, phone number, address
Service Information: Cleaning preferences, property details, special requirements
Account Information: Username, password (encrypted), profile preferences
Communication Data: Messages, inquiries, discussion requests, customer reviews
Automatically Collected Information:
Technical Data: IP address, browser type, device information
Usage Data: Pages visited, time spent, interaction patterns
Security Data: Login attempts, device fingerprints, session information
2. How We Use Your Information
Primary Purposes:
Service Delivery: Scheduling appointments, providing cleaning services, customer support
Communication: Responding to inquiries, sending service updates, appointment reminders
Account Management: Creating and maintaining your account, authentication, security
Business Operations: Processing payments, managing bookings, quality improvement
Legal Basis for Processing:
Contract Performance: Providing services you've requested
Legitimate Interest: Business operations, security, fraud prevention
Consent: Marketing communications, optional features
Legal Obligation: Compliance with applicable laws and regulations
3. Data Sharing and Disclosure
We Never Share Your Data Except:
Service Providers: Trusted partners who help deliver our services (Twilio for SMS, SendGrid for emails, Stripe for payments)
Legal Requirements: When required by law, court order, or regulatory authority
Business Protection: To protect our rights, property, safety, or that of our users
With Your Consent: When you explicitly authorize data sharing
Third-Party Services:
Twilio: SMS notifications and verification codes
SendGrid: Email communications and notifications
Stripe: Secure payment processing (Phase 2)
All third-party services are GDPR-compliant and process data under strict security standards.
4. Data Security Measures
Technical Safeguards:
Encryption: All data encrypted in transit (TLS 1.3) and at rest
Authentication: Multi-factor authentication with email and SMS verification
Access Controls: Role-based access, device fingerprinting, session management
Monitoring: Real-time security monitoring, intrusion detection, audit logging
Organizational Measures:
Staff Training: Regular privacy and security training for all personnel
Data Minimization: We only collect data necessary for service delivery
Regular Audits: Quarterly security assessments and compliance reviews
Incident Response: Comprehensive procedures for data breach response
5. Data Retention
Retention Periods:
Active Accounts: Data retained while account is active and for 2 years after last activity
Discussion Requests: Retained for 2 years, then anonymized for business analysis
Security Logs: Retained for 1 year for security monitoring purposes
Financial Records: Retained for 7 years to comply with tax and accounting requirements
Automatic Deletion:
Verification Codes: Deleted immediately after use or expiration
Session Data: Cleared upon logout or timeout
Expired Bookings: Archived after 1 year, deleted after retention period
6. Your Rights Under GDPR
You Have the Right To:
**Access:** Request a copy of all personal data we hold about you
Contact us to receive a comprehensive report of your data
Includes data sources, processing purposes, and sharing details
**Rectification:** Correct inaccurate or incomplete personal data
Update your profile information at any time
Request correction of any errors in your data
**Erasure (Right to be Forgotten):** Request deletion of your personal data
Available when data is no longer necessary for original purpose
Exceptions apply for legal obligations and legitimate interests
**Portability:** Receive your data in a structured, machine-readable format
Transfer your data to another service provider
Available for data processed based on consent or contract
**Restriction:** Limit how we process your personal data
While we verify accuracy of disputed data
When processing is unlawful but you prefer restriction to erasure
**Objection:** Object to processing based on legitimate interest
Including direct marketing communications
We will stop processing unless we have compelling legitimate grounds
**Withdraw Consent:** Revoke consent for consent-based processing
Does not affect lawfulness of processing before withdrawal
Easy opt-out available for all marketing communications
7. Data Protection Officer
Contact Information:
Email: privacy@wecareHC.com
Response Time: We respond to all privacy requests within 30 days
Escalation: If unsatisfied with our response, you may contact your local data protection authority
8. Cookies and Tracking Technology
What Are Cookies:
Cookies are small text files stored on your device when you visit our website. They help us provide you with a better experience and keep your information secure.
Essential Cookies (Always Active):
Session Management: Keep you logged in securely and maintain your session
Security Cookies: Prevent fraud, CSRF attacks, and protect your account
Functionality Cookies: Remember your language preferences and accessibility settings
Authentication Cookies: Verify your identity and maintain secure access
Performance Cookies (With Your Consent):
Analytics Cookies: Help us understand how visitors use our website
Performance Monitoring: Track website speed and functionality
Error Tracking: Identify and fix technical issues quickly
Marketing Cookies (With Your Consent):
Personalization: Customize content based on your interests
Communication Preferences: Remember your contact preferences
Service Recommendations: Suggest relevant cleaning services
Third-Party Cookies:
Twilio: For SMS delivery functionality
SendGrid: For email communication services
Stripe: For secure payment processing (Phase 2)
Cookie Management:
Browser Controls: You can manage cookies through your browser settings
Consent Withdrawal: You can withdraw consent for non-essential cookies at any time
Cookie Deletion: Essential cookies are deleted when you close your browser session
Opt-Out: You can opt out of analytics and marketing cookies without affecting core functionality
Cookie Retention Periods:
Session Cookies: Deleted when you close your browser
Security Cookies: Retained for 30 days for fraud prevention
Preference Cookies: Retained for 1 year or until you change them
Analytics Cookies: Retained for 2 years for statistical analysis
9. International Data Transfers
Data Location:
Primary Storage: Data stored in secure facilities within the EU/EEA
Third-Party Services: Some services may process data outside EU/EEA with appropriate safeguards
Protection Measures: Adequacy decisions, Standard Contractual Clauses, or other approved mechanisms
10. Changes to This Policy
Updates:
We may update this policy to reflect changes in our practices or legal requirements
Notification: You will be informed of significant changes via email or website notice
Effective Date: Changes become effective 30 days after notification
Historical Versions: Previous versions available upon request
11. Contact Us
Privacy Inquiries:
Email: privacy@wecareHC.com
Phone: [Your phone number]
Address: [Your business address]
Data Protection Rights:
Access Requests: Submit via contact form or email
Complaints: Contact your local supervisory authority if concerns are not resolved
Emergency: For urgent security concerns, contact us immediately
12. Children's Privacy
We do not knowingly collect personal data from children under 16 years of age. If you believe we have collected data from a child, please contact us immediately for removal.
13. Legal Protection and Liability
Service Limitations and Disclaimers:
Service Availability: We strive for 99.9% uptime but cannot guarantee uninterrupted service
Data Accuracy: While we implement robust security measures, we cannot guarantee absolute data security
Third-Party Services: We are not liable for issues arising from third-party service providers
Force Majeure: We are not liable for service interruptions due to circumstances beyond our control
Limitation of Liability:
Direct Damages: Our liability is limited to the amount you paid for services in the preceding 12 months
Indirect Damages: We are not liable for consequential, incidental, or punitive damages
Data Loss: While we maintain secure backups, we recommend you keep copies of important information
Business Interruption: We are not liable for lost profits or business interruption
Indemnification:
User Responsibilities: You agree to use our services in compliance with applicable laws
Prohibited Activities: You will not use our services for illegal activities or to violate others' rights
Content Liability: You are responsible for the accuracy of information you provide
Third-Party Claims: You agree to indemnify us against claims arising from your misuse of our services
Insurance and Bonding:
Professional Liability: We maintain professional liability insurance for cleaning services
General Liability: Comprehensive general liability coverage for property damage and personal injury
Workers' Compensation: All employees are covered under workers' compensation insurance
Bonding: Our cleaning staff is bonded and background-checked for your protection
Dispute Resolution:
Negotiation: We encourage direct communication to resolve any disputes
Mediation: Unresolved disputes will be subject to mediation before litigation
Jurisdiction: Any legal proceedings will be conducted under UK law in London courts
Class Action Waiver: Disputes must be resolved individually, not as part of class actions
14. Supervisory Authority
If you have concerns about our data processing practices, you may lodge a complaint with your local data protection authority:
For EU Residents:
Find your local authority at: https://edpb.europa.eu/about-edpb/board/members_en
Right to Complain: You have the right to complain to a supervisory authority
No Prejudice: Lodging a complaint does not affect your right to judicial remedy
For UK Residents:
Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint/
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Summary
We are committed to:
✅ Transparent data collection and use
✅ Strong security measures protecting your information
✅ Respecting your privacy rights and choices
✅ GDPR compliance in all our data processing activities
✅ Quick response to your privacy requests and concerns
Your trust is essential to our business. We will continue to earn it every day through responsible data handling and transparent privacy practices.
This policy is written in plain language to ensure you understand how we protect your privacy. If you have any questions, please don't hesitate to contact us.
