Privacy Notice
Hygiene Xpress Group Ltd t/a Rugby Washroom Services
Last updated: 9 September 2025
Who we are
Hygiene Xpress Group Ltd (trading as Rugby Washroom Services) provides washroom hygiene and commercial cleaning services across Rugby, Warwickshire and the Midlands. We’re the “controller” of your personal data.
- Registered office: Chestnut Field House, Chestnut Field, Rugby, Warwickshire, CV21 2PD
- Email: hello@rugbywashroom.co.uk
- Telephone: 01788 521385
The data we collect
- Enquiry data: name, business name, email, phone, message, service interests.
- Account & contract data: site addresses, contacts, service logs, invoices, payment details (via your bank transfer/provider; we don’t store full card numbers).
- Marketing preferences: your consents and unsubscribes.
- Recruitment data: CVs, cover letters, interview notes.
- Website & cookies: device/browser info, pages viewed, referrers, and—if you consent—analytics and advertising pixels.
How we use your data (purpose & legal basis)
- To respond to enquiries and provide quotes – legitimate interests / steps to contract.
- To set up and deliver services, billing & support – contract.
- To send service updates or required notices – legal obligation/contract.
- To run website analytics and improve content – consent (non-essential cookies).
- To send marketing (when you opt in) – consent.
- To process job applications – legitimate interests / steps to contract.
Who we share it with (processors)
We only share what’s necessary with trusted providers who process data for us, such as:
- Website & forms: WordPress (Contact Form 7/Elementor), hosting provider/email host.
- Analytics/ads (if enabled): Google Analytics 4, Meta/LinkedIn (only after consent).
- Operations: CRM or ticketing (if used), accounting software, insurers.
All processors are bound by contracts and cannot use your data for their own purposes.
International transfers
Some tools may store data outside the UK/EEA. Where that happens, we rely on UK adequacy decisions or approved safeguards (e.g., UK IDTA/Standard Contractual Clauses).
Retention
- Enquiries: 12–24 months.
- Customers & service records: duration of contract + 7 years (tax/legal).
- Marketing preferences: until you withdraw consent or unsubscribe.
- Recruitment: normally 6–12 months for unsuccessful candidates (or sooner on request).
We keep data only as long as needed.
Your rights
You can access, correct, delete, restrict or object to processing, and withdraw consent at any time (for marketing/cookies). You also have the right to data portability where applicable.
- To exercise rights: email hello@rugbywashroom.co.uk
- You can complain to the ICO (Information Commissioner’s Office): 0303 123 1113, or search “Report a concern ICO”.
Cookies
We use essential cookies for site functionality. With your consent, we may use analytics and advertising cookies (e.g., GA4, Meta). You can change your preferences at any time via the cookie banner or browser settings. See our Cookie Policy for details (types, purposes, durations).
Marketing
We’ll only send marketing emails or SMS with your explicit consent. You can unsubscribe via any message or by contacting us. We keep a record of consent/unsubscribe to comply with PECR.
Security
We use technical and organisational measures to protect data (access controls, encryption in transit, least-privilege accounts, staff training). No method is 100% secure, but we work to industry good practice.
Third-party links
Our website may link to other sites (e.g., Wikipedia, social media). We’re not responsible for their content or privacy practices—check their privacy notices.
Changes
We’ll update this notice when our processing changes. Significant changes will be highlighted on this page.
