This notice explains how Wessex Cleaning Equipment & Janitorial Supplies Limited, trading as Wessex Cleaning Equipment (“Wessex”, “we”, “us” or “our”), collects, uses, shares and protects personal information. It covers our corporate website, online shop, WessexHub, customer and supplier relationships, sales, deliveries, service and engineering activities, marketing and other business interactions.

It applies in particular to wessexcleaning.com, shop.wessexcleaning.com and wessexhub.com. Separate privacy information is maintained for employees, workers and recruitment candidates where appropriate.

1. Controller and Data Protection Officer

Wessex Cleaning Equipment & Janitorial Supplies Limited is the controller for the personal information covered by this notice, except where expressly stated otherwise.

Address: 6–18 Empress Road, Southampton, Hampshire, SO14 0JU, United Kingdom.

Data Protection Officer: dpo@wessexcleaning.com.

2. Where we obtain personal information

We obtain personal information directly from individuals when they contact us, request a quotation, place an order, create or use an account, use WessexHub, communicate with our teams or otherwise interact with us.

We also receive business contact information from customer organisations. For example, a facilities-management customer may provide the name, work email address, telephone number or site details of a manager, cleaner, facilities contact or other employee so that Wessex can fulfil an order, provide contracted services, arrange delivery or service equipment. We use information supplied in this way only for the relevant contractual, order, service or account-administration purpose and not for unrelated marketing.

3. Personal information we collect

• Identity and business contact information, including name, job title, employer, email address, telephone number and business/site address.
• Account information, including usernames, account/site associations, roles, permissions, preferences and authentication/security records.
• Order and transaction information, including quotations, purchase orders, products, invoices, returns, delivery details and transaction references.
• Service and engineering information, including site contacts, machine/asset records, service history, job records, photographs, signatures and training/service information.
• Payment-related information necessary to identify and reconcile a transaction. Full payment-card data is processed within Lloyds Cardnet’s hosted payment environment and is not required to be stored on Wessex infrastructure.
• Marketing preferences and campaign engagement where marketing is permitted.
• Technical and usage information, including IP address, browser/device information, timestamps, security events, log data and website/platform usage information.
• Correspondence and support information, including email, telephone, ticketing and online communications.

4. Our websites and digital services

4.1 wessexcleaning.com

wessexcleaning.com is our corporate website. It includes general contact, quotation and job-application forms. Contact and quotation forms collect information such as name, email address and telephone number. Job applicants may also upload a CV. Form submissions are delivered to Wessex through Microsoft Outlook/Microsoft 365.

The site uses Google Analytics for measurement and may use Google advertising/conversion technologies in connection with occasional advertising campaigns. LinkedIn technologies are also present. Non-essential cookies and similar technologies are subject to the site’s consent controls, which include an option to reject cookies.

4.2 shop.wessexcleaning.com

Our online shop is available to account customers and members of the public. Customers may create an account or use guest checkout. We collect name, company name where applicable, billing and delivery addresses, telephone number, email address, order details and associated transaction information.

Customer and order information is retained within the webshop environment and transferred automatically to our Merlin ERP system for order processing, fulfilment and business administration. The webshop is hosted and supported by WIDA.

Card payments are processed through Lloyds Cardnet’s hosted payment service. Full card numbers and CVV information are entered and processed within Cardnet’s environment rather than Wessex’s infrastructure.

Customers may choose to receive marketing communications. The preference is recorded into Merlin. The webshop uses Google Analytics and Google advertising/conversion technologies and incorporates Trustpilot and other third-party functionality. Non-essential cookies are subject to consent controls with an option to reject.

4.3 wessexhub.com

WessexHub is Wessex’s customer-facing digital platform. It provides authorised users with customer/site information, reporting, delivery information, account permissions and, where enabled, ordering, approval and budget-management functionality.

We may process the user’s name, business email address, organisation, account/site associations, role and permissions, ordering/approval activity, delivery information, support communications, IP address, browser/device information, login/security records and platform usage information.

WessexHub is developed and managed by Wessex and hosted on Target-controlled IONOS infrastructure using MariaDB, with Cloudflare used for DNS and web-security services. It uses Google Analytics, subject to consent, and Datadog browser monitoring for application performance and diagnostics. WessexHub does not collect the physical location of a user’s device, does not send marketing communications and does not currently make solely automated decisions about individuals that produce legal or similarly significant effects.

5. Purposes and lawful bases

6. Marketing

We may send relevant business communications where permitted by law. Where consent is required, we obtain it before sending the communication. You can opt out of marketing at any time using the unsubscribe facility provided or by contacting us. This does not prevent necessary order, account, safety, service or administrative communications.

7. Cookies and similar technologies

Our digital services use cookies and similar technologies. Strictly necessary technologies support functions such as authentication, security and core service operation. Analytics, advertising and other non-essential technologies are used only where the required consent has been obtained. Users can reject non-essential cookies and, where the service provides preference controls, change or withdraw their choice.

A separate Wessex Cookie Notice provides more detailed information about the technologies used on wessexcleaning.com, shop.wessexcleaning.com and wessexhub.com.

8. Who we share information with

• IT, cloud hosting, software, cybersecurity, communications and support providers, including providers supporting Merlin, Microsoft 365, WessexHub, the webshop and other operational systems.
• Payment service providers and merchant acquirers, including Lloyds Cardnet.
• Delivery, courier and logistics providers where necessary to fulfil orders.
• Engineering, customer-service, marketing and business-software providers where relevant to the service concerned.
• Professional advisers, accountants, auditors, insurers and legal advisers.
• Regulators, law-enforcement bodies, courts and authorities where disclosure is required or permitted by law.
• A prospective purchaser, investor or professional adviser in connection with a corporate transaction, subject to appropriate confidentiality and data-protection arrangements.

Where a supplier acts as our processor, contractual data-protection requirements apply as required by law.

9. International transfers

Some suppliers or their sub-processors may process or make personal information accessible outside the United Kingdom. Where this is a restricted transfer, Wessex uses a lawful transfer mechanism as required by UK data protection law, such as applicable UK adequacy regulations/data bridges or appropriate safeguards including the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses. Required transfer assessments are undertaken where applicable.

10. Retention

We keep personal information only for as long as necessary for the purpose for which it is held, taking account of contractual, tax, accounting, employment, health and safety, regulatory and legal-claims requirements. Our Data Retention and Disposal Policy sets standard periods and review/deletion actions. Information is deleted, securely destroyed, anonymised or restricted when there is no longer a lawful and necessary reason to retain it.

11. Security

We use technical and organisational measures appropriate to the nature and risk of the processing. These include access controls, role-based permissions where supported, authentication controls, network and endpoint security, secure hosting, backups, supplier controls and staff procedures.

12. Your rights

• the right to be informed about our use of personal information;
• the right of access;
• the right to rectification;
• the right to erasure in applicable circumstances;
• the right to restriction in applicable circumstances;
• the right to object, including an absolute right to object to direct marketing;
• the right to data portability where applicable;
• the right to withdraw consent where processing relies on consent; and
• rights relating to solely automated decision-making where applicable.

To exercise a right, contact dpo@wessexcleaning.com. We may need to verify identity before acting on a request and will respond within the applicable statutory period.

13. Recruitment

Job applicants may provide personal information and CVs through wessexcleaning.com. Recruitment information is used to assess applications and administer recruitment. More detailed information, including recruitment retention periods and the handling of information contained in CVs, is provided in our Recruitment Privacy Notice.

14. Artificial intelligence and automated decision-making

Wessex may research or develop AI-enabled functionality for internal processes and WessexHub. WessexHub does not currently use AI to make solely automated decisions about individuals producing legal or similarly significant effects. Material new AI processing involving personal information will be assessed before deployment and privacy information updated where required.

15. Complaints

Please contact our Data Protection Officer at dpo@wessexcleaning.com if you have a concern. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection supervisory authority.

16. Changes to this notice

We review this notice at least annually and when there is a material change to our processing, systems, suppliers or applicable law. The current version will show its effective date.