Privacy Policy

Last updated: August 2026

AdvanceFlex Ltd, trading as AdvanceFlex Cleaning & Maintenance, is committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we keep it and your rights under data protection law.

1. Who We Are

For the purposes of UK data protection law, the data controller is:

AdvanceFlex Ltd
Trading as AdvanceFlex Cleaning & Maintenance
Company No. 17387419
Registered Office: 93 Sevenoaks Road, Cardiff, CF5 4QA
Registered in Wales

Email: info@advance-flex.com
Telephone / WhatsApp: 07544 932 817
Website: www.advance-flex.com

2. Personal Information We Collect

The information we collect depends on how you interact with us and the Services you use.

We may collect:

• your name;

• home, property or service address;

• email address;

• telephone number;

• information you provide when requesting a quote or making a booking;

• details of the Services you request or receive;

• booking dates, frequency and service history;

• payment and transaction information;

• correspondence with you, including email, WhatsApp and text messages;

• property access information, including keys, entry instructions, alarm information or access codes where required;

• information about your property relevant to providing our Services;

• information relating to complaints, incidents, damage or customer-service matters; and

• technical or usage information generated when you use our Website, where applicable.

We aim to collect only the personal information reasonably necessary for the purposes for which it is required.

3. How We Collect Your Information

We may collect personal information:

• directly from you when you contact us;

• when you request a quote;

• when you make or confirm a booking;

• when we provide Services to you;

• when you contact us by telephone, email, WhatsApp, text message, our Website or social media;

• when you make a payment;

• through our Website and the technologies used to operate it; or

• from another person or organisation where they legitimately arrange Services for a property on your behalf.

4. How We Use Your Information

We may use your personal information to:

• respond to enquiries and provide quotations;

• arrange, confirm and manage bookings;

• provide the Services you have requested;

• communicate with you about your Services;

• manage access to properties;

• process and reconcile payments;

• maintain customer and service records;

• deal with complaints, incidents, queries or claims;

• help protect the safety and security of our customers, team and property;

• operate and improve our business;

• maintain appropriate financial, accounting and business records;

• comply with our legal and regulatory obligations;

• establish, exercise or defend legal claims; and

• send marketing communications where permitted by law.

We will not use your personal information for a new purpose that is incompatible with the purpose for which it was originally collected unless permitted or required by law.

5. Our Lawful Bases for Using Your Information

UK data protection law requires us to have a lawful basis for processing personal information. The lawful basis depends on why we are using the information.

We may rely on:

Contract – where processing your information is necessary to provide Services you have requested, administer your booking or take steps at your request before entering into a contract.

Legal obligation – where we need to process or retain information to comply with a legal requirement, including applicable tax, accounting or regulatory requirements.

Legitimate interests – where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and interests. Our legitimate interests may include operating and improving our business, maintaining appropriate records, protecting our business and property, managing customer relationships, dealing with enquiries and claims and preventing misuse or fraud.

Consent – where we specifically ask for and rely upon your consent. Where we rely on consent, you may withdraw it at any time.

6. Property Access & Security Information

Because of the nature of our Services, you may provide us with keys, entry codes, alarm information or other property access information.

We treat this information as confidential and take reasonable steps to protect it.

We use property access information only where reasonably necessary to provide or administer the agreed Services and limit access to members of our team who need the information for that purpose.

Please tell us promptly if your access arrangements or security information change.

7. Information About Other People

You may sometimes provide us with personal information relating to another person, for example a property owner, tenant, guest, resident, managing agent or other relevant contact.

Where you provide another person's personal information to us, you should ensure that you are entitled to provide that information and, where appropriate, that the person has been informed about how their information may be used.

We will only use that information where we have an appropriate lawful basis for doing so.

8. Sharing Your Personal Information

We do not sell your personal information.

We may share personal information where reasonably necessary with organisations or individuals that help us operate our business or provide our Services.

These may include:

• members of the AdvanceFlex team who need the information to provide or manage Services;

• accountants, bookkeepers and professional advisers;

• payment, banking and financial-service providers;

• IT, website, communications and software providers;

• insurers and insurance advisers;

• contractors or other service providers where appropriate;

• government departments, regulators, law-enforcement bodies or other authorities where required or permitted by law; and

• other parties where necessary to establish, exercise or defend legal claims.

Where another organisation processes personal information on our behalf, we take appropriate steps to ensure that the information is handled in accordance with applicable data protection requirements.

9. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected.

When deciding how long information should be retained, we consider:

• the purpose for which we hold the information;

• whether you remain a customer;

• applicable legal, tax and accounting requirements;

• insurance requirements;

• whether the information may be required in connection with a complaint, dispute or legal claim; and

• the nature and sensitivity of the information.

Different categories of information may therefore be retained for different periods.

Information that is no longer reasonably required will be securely deleted, destroyed or anonymised where appropriate.

10. Keeping Your Information Secure

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people who reasonably need it for legitimate business purposes.

We take particular care with property access information such as keys, alarm details and access codes because of the security implications of that information.

11. Marketing Communications

We may occasionally tell you about AdvanceFlex Services that we think may be relevant to you, but we will only send direct marketing where permitted by applicable data protection and electronic marketing laws.

Where consent is required for marketing by email, text, WhatsApp or similar electronic communications, we will obtain the appropriate consent.

In some circumstances, we may be permitted to contact existing customers about our own similar Services without obtaining separate marketing consent. Where we rely on this existing-customer exception, the applicable legal requirements must be satisfied, including providing an appropriate opportunity to opt out.

You have the right to object to the use of your personal information for direct marketing at any time.

You can ask us to stop sending marketing communications by contacting us or using any unsubscribe or opt-out method provided with the communication.

Stopping marketing communications will not prevent us from contacting you where necessary to manage a booking, provide Services or otherwise administer our relationship with you.

12. Cookies & Our Website

Our Website may use cookies and similar technologies.

Some cookies may be necessary for the Website to operate. Other cookies and similar technologies may require your consent.

Where consent is required, you should be given an appropriate opportunity to accept or reject those technologies.

Further information about cookies used by our Website may be provided through our Website's cookie information or cookie controls, where applicable.

You can also manage certain cookies through your browser settings.

13. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• ask us for access to personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to erase your information in certain circumstances;

• ask us to restrict the processing of your information in certain circumstances;

• object to certain processing of your information;

• receive certain information in a portable format where the right to data portability applies; and

• withdraw your consent at any time where we rely on consent.

These rights are not absolute and the rights available to you can depend on the circumstances and the lawful basis on which we process your information.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise a data protection right, please contact us using the details in Section 16.

14. International Transfers

Some of the technology and service providers used to operate our business may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate protections are used where required.

15. Complaints

If you have concerns about how we use your personal information, please contact us so that we have an opportunity to investigate and respond.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection and information rights.

Further information is available at www.ico.org.uk.

16. Contact Us

If you have questions about this Privacy Policy, how we use your personal information or wish to exercise a data protection right, please contact:

AdvanceFlex Ltd
Trading as AdvanceFlex Cleaning & Maintenance

Company No.: 17387419
Registered Office: 93 Sevenoaks Road, Cardiff, CF5 4QA
Registered in: Wales

Email: info@advance-flex.com
Telephone / WhatsApp: 07544 932 817
Website: www.advance-flex.com

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, Services, systems or legal requirements.

The latest version will be published on our Website and the “Last updated” date at the top of this page will be changed accordingly.

Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to your attention where appropriate.