How we collect, use, and protect your data
This privacy policy explains how Independent Systems Ltd ("we", "us", "our") collects, uses, and protects personal data when you use TidyTime, our cleaning agency scheduling platform.
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Last updated: January 2025
Independent Systems Ltd
6 Twyning Rd, Stirchley, Birmingham, B30 2XY
Email: info@tidytime.co.uk
Company Number: 16576551
For Cleaning Agencies:
Business name and contact details, administrator name and email, payment information (processed by Stripe), service offerings and pricing, cleaner information, client information, appointment and scheduling data, and invoice records.
For Cleaners and Clients:
Name and contact information, schedule and appointment data, job completion records, and payment information where applicable.
Technical Data:
Authentication tokens (stored in secure HTTP-only cookies), IP addresses (in server logs), and basic browser/device information for compatibility.
We process personal data based on:
Contract - to provide the service to agencies who have signed up
Legitimate Interests - for business operations, security, and service improvement
Legal Obligations - to comply with tax, accounting, and legal requirements
Consent - where applicable, such as for marketing communications
For client and cleaner data, the agency acts as data controller and must establish the lawful basis. We process this data on their behalf as their data processor.
We use your data to provide the scheduling and management platform, process payments via Stripe, send service-related notifications, manage user accounts and authentication, ensure platform security, provide customer support, and comply with legal obligations.
We do NOT sell your personal data, use automated decision-making or profiling, or use your data for purposes unrelated to the service.
We share data only as necessary to provide the service:
Third-Party Services: Stripe (payment processing), SendGrid (email delivery), Twilio (SMS delivery), and Amazon Web Services (hosting in EU Stockholm region).
Within the Platform: Agencies can see their cleaners' and clients' data. Cleaners can see relevant client data for appointments. Clients can see assigned cleaner information.
We will never sell or rent your personal data to third parties.
We implement appropriate technical and organisational measures including: data encrypted in transit (HTTPS/TLS), database hosted in private subnet on AWS RDS, regular automated backups, secure authentication using JWT tokens, access controls and authentication middleware, and regular security updates.
While we take security seriously, no system is 100% secure. We cannot guarantee absolute security of your data.
Your data is stored on AWS servers in Stockholm, Sweden (EU).
Some third-party services (Stripe, SendGrid, Twilio) may process data outside the UK/EEA but have appropriate safeguards for international transfers in compliance with UK GDPR requirements.
Active accounts: For the duration of your subscription
After cancellation: 6 months (for legal/tax obligations and dispute resolution)
Financial records: 6 years (UK legal requirement)
Marketing lists: Until you unsubscribe
You may request earlier deletion unless we have legal obligations to retain it.
Under UK GDPR, you have the right to access (request a copy of your personal data), rectification (correct inaccurate data), erasure (request deletion), restrict processing, data portability (receive your data in machine-readable format), object to certain processing, and withdraw consent for consent-based processing.
To exercise these rights, contact us at info@tidytime.co.uk. We will respond within 30 days.
We use only essential cookies for authentication and session management. These cookies are necessary for the service to function.
We do not use tracking or advertising cookies.
For agencies: We send service updates and important notices (cannot opt out) and product updates and features (can opt out).
For cleaners and clients: Only service-related communications unless explicitly opted in.
You can update preferences in your account or contact us.
We may update this policy and will notify you of material changes via email or platform notice. Continued use after changes constitutes acceptance.
If you're unhappy with our data handling, please contact us first at info@tidytime.co.uk.
You have the right to lodge a complaint with the Information Commissioner's Office (ICO): Website: ico.org.uk, Phone: 0303 123 1113
For any privacy questions or to exercise your rights:
Email: info@tidytime.co.uk
Response time: Within 30 days