VMS Facility Services Ltd is committed to protecting your privacy and handling your personal data with the utmost care. This Privacy Policy explains what data we collect, why we collect it, and how we keep it safe — all in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Depending on how you interact with us — whether booking a service, visiting our website, or getting in touch — we may collect the following types of information:
Personal Information
- Full name
- Phone number
- Email address
- Home / business address
- Property details for your cleaning service
- Payment details (processed securely via third-party processors)
Technical Data
- IP address
- Browser type & version
- Website usage & behaviour (via cookies)
Communication Data
- Emails & messages
- Call logs
- Booking information & enquiries
We only use your data for legitimate purposes directly related to the services we provide. Here's exactly how your information may be used:
- Provide and manage your cleaning or facility services
- Handle bookings, confirmations, and customer support queries
- Process payments and send invoices or receipts
- Improve our services, website experience, and customer communications
- Comply with legal, insurance, and regulatory obligations
We never sell your data or share it with third parties for their own marketing purposes — ever.
Under UK GDPR, we must have a valid lawful basis for processing your personal data. We rely on the following:
Contractual Necessity — to provide our cleaning services
Legitimate Interest — for everyday business operations
Legal Obligation — insurance, accounting & regulatory compliance
Consent — for optional marketing emails (you can opt out anytime)
Your data security is a top priority for us. Here's how we keep it safe:
- All data is stored using secure digital systems with strict access controls
- We store data exclusively within the UK or in GDPR-compliant cloud environments
- Access to personal data is limited to authorised personnel only
- We regularly review and update our security practices to guard against unauthorised access, loss, or misuse
We only share your data when absolutely necessary to deliver our services. Your information may be shared with:
- Cleaning staff — job-specific details only, to fulfil your booking
- Payment processors — to handle transactions securely
- Insurance providers — only in the event a claim is made
- Website & IT service providers — who are themselves GDPR-compliant
- Legal authorities — only where required by UK law
We never share data unnecessarily. All third parties we work with are required to handle your data responsibly and in compliance with applicable data protection laws.
We keep your personal data only for as long as is necessary for the purpose it was collected. Here's a breakdown of our retention periods:
| Data Type |
Retention Period |
Reason |
| Service & booking data |
Up to 6 years |
Legal & accounting requirements |
| Communication data |
Up to 2 years |
Customer support & service history |
After these periods, your data is securely deleted or anonymised.
Under UK GDPR, you have powerful rights over your personal data. Here's what you're entitled to:
Withdraw marketing consent
To exercise any of these rights, simply send us an email at info@vmsfacility.com. We will respond within 30 days in accordance with UK GDPR guidelines.
Have a question about this policy, or want to exercise your data rights? We'd love to hear from you.
