Privacy Policy

Effective Date: 15-Sep-2025

Last Updated: 10-Sep-2025

Archway Facilities Ltd (“we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard personal information.

Our Contact Details

Archway Facilities Ltd

Company Number: 08614652

Registered Address: 166 Heavitree Road, Exeter, Devon, United Kingdom EX1 2LZ

Email: eve@archwayfacilities.co.uk (Data Protection Contact: Eve Ashby)

Phone: +44 1392 979360

The Type of Personal Information We Collect

We may collect and process the following categories of personal information:

Clients/customers: names, emails, phone numbers, billing addresses, job site addresses, access codes, payment details.
Suppliers/subcontractors: names, company details, bank details, insurance documents, ID checks
Employees/staff: payroll info, ID documents, right-to-work records, training records, health & safety information, emergency contacts
Website visitors: enquiry form details, cookies and analytics data (see Cookie Policy).

How We Get Your Personal Information and Why We Use It

We collect personal information directly from you when you:

Engage our services.
Provide details for contracts, invoicing, or tenders.
Apply for a job with us.
Contact us through our website or by email.

We may also receive information indirectly from:

Public sector tender portals.
Recruitment agencies.
Subcontractor references.

We use this information to:

Deliver contracted services.
Manage supplier and subcontractor relationships.
Comply with legal obligations (employment, health & safety, HMRC).
Improve services and maintain security.

Lawful Bases for Processing

We rely on the following lawful bases under UK GDPR:

Contractual obligation - to deliver services to our clients.
Legal obligation - to comply with UK employment, tax, and health & safety law.
Legitimate interest - to manage tenders, improve services, and maintain business operations.
Consent - where you have opted in for marketing communications, provided consent for specific uses (e.g. testimonials or photographs).

Third Parties We Share Data With

We may share personal data with:

IT service providers (Microsoft 365, SharePoint, Joblogic - if used).
Xero (for client invoicing and accounts).
Accountants and payroll providers
Tender platforms and public authorities (where required for bids).
Marketing platforms (e.g. LinkedIn campaigns, Mailchimp, Apollo, if used).

We do not sell personal data to third parties.

How We Store Your Information

Your data is stored securely within Microsoft 365/SharePoint, protected by access controls and managed by our IT provider.

Security measures include:

Password-protected systems with role-based access.
Multi-factor authentication (MFA) enabled across core systems.
Data encrypted at rest (BitLocker/FileVault) and in transit (VPN/IPSec).
Daily backups performed via Datto, stored in UK data centres.

Retention periods:

Client contracts/invoices - 6 years (HMRC requirement).
HR/employment records - 6 years after employment ends.
Right-to-work documents - 2 years after employment ends.
Health & safety records - 40 years if related to hazardous substance exposure.
Supplier/subcontractor documents - 6 years after last transaction.
Job applications - 6 months for unsuccessful candidates (unless consent given to retain longer).

After retention periods expire, data will be securely deleted or anonymised.

Your Data Protection Rights

You have the right to:

Access your data.
Request corrections.
Request deletion (where lawful).
Restrict processing.
Object to processing.
Request data portability.

To exercise these rights, contact eve@archwayfacilities.co.uk.

How to Complain

If you have concerns about our use of your personal data, please contact us first at eve@archwayfacilities.co.uk.

If you remain unhappy, you can complain to the ICO:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

www.ico.org.uk

Next Review

This Privacy Policy will be reviewed annually. Next review: September 2026.

Joshua Cracknell

3 years ago

Fantastic service, hardworking and passionate staff completing tasks to a high standard.

Marilyn Mabe

Our premises look so much better, thank you

Chris Thomas

Fantastic service. Our office is always cleaned to a high standard. Would highly recommend

Claire Williams

An extremely fantastic service. The team are so helpful, and hardworking with very high standards. Having just completed our 44 week tenancy check out deep cleans for us I cannot speak highly enough of the service we have received. So much so that I know we have nothing to worry about when it comes to our 51 week tenancy check out deep cleans, and the fun of one week summer turnaround arrives, the Archway team will SMASH IT.

Emily Chamberlain

Archways were amazing and provided spotless cleaning for us. If you're looking for a truly reliable company, with staff who have extremely high standards, this is the company you want! I hope to work with you again in the future. Archways truly raised the bar. Special shout out to my faves - Aiste & Vaida.

Kate Ralston

4 years ago

I couldn't recommend Archway Facilities enough. Snezana & the team are amazing. Nothing is too much trouble and they are always on hand to help. The cleaning is of such a high standard and the staff are lovely. For anyone looking for a cleaning company, I wouldn't worry about looking elsewhere as Archway Facilities are all you need!

Tillie Cosgrove

We used Archway Facilities for our Student Accommodation summer cleans in Exeter, and they are by far the best standard of clean we have received. We use a number of cleaning companies across the country for a number of our Student Blocks and Archway always show a new level of Standard. We had no complaints regarding cleanliness from any tenants that moved in and the cleans were completed in a short turnaround period. For high standards of cleaning- Archway are definitely recommended.

Andy Heard

I have found Archway Facilities to be a very efficient, hard-working team who provide a very high standard of cleaning.
Archway Facilities are our daily cleaning contractor for our 50,000 square foot office and their high standards are maintained throughout their team of Cleaning Operatives, Supervisors and Management.
I have also used them for a number of individual projects, for example, end of tenancy property cleans, floor tile grout stripping & sealing and residential cleans. I would be happy to recommend them for any cleaning project small or large.