Data Privacy Notice

We know your personal data is important to you and it is important to Pro-Tone Cleaning Services Ltd. that it is handled lawfully. This Privacy Notice is designed to provide you with information about the processing of personal data by Pro-Tone Cleaning Services Ltd. and explains your rights under Bermuda’s Personal Information Protection ACT 2016 (“PIPA”).

“Personal Information” means any information that relates to an identified or identifiable individual. We will use your personal information in accordance with PIPA, related regulations and guidance notes which regulate the way in which all personal information is held and used in Bermuda.

How we use your Personal Information

Pro-Tone Cleaning Services Ltd. only collects the information necessary to provide our services to you. The table below outlines the information we collect and the purpose for collecting it in line with PIPA.

Information Collected and How it is Used
Personal Details	We collect your name, service address, billing address and contact details so we can: Identify who you are when providing services to you and to ensure our records are accurate To locate the premises to provide the requested services To send reconfirmation emails regarding our services To send you service updates such as changes to our terms and conditions or service disruptions or to inform you of any changes to the services we provide To send invoices and statements for services rendered
Payment Information	We receive payments for the services rendered We provide refunds where necessary, which may require you to provide your bank account details We keep a record of financial transactions as required by law and so we know the status of your account
Images/Video	We may automatically obtain information about you such as your image or your vehicle registration number via our CCTV systems operating on our premises. We operate CCTV in the interest of securing our premises and keeping our customers and staff safe. You may voluntarily provide us with images to assist with the services provided. These images are only retained until the service provided is completed. We may obtain images/video during site visits and services to ensure quality control, raise issues, internal procedures, confirmations and similar business needs.

Information Collected and How it is Used

Personal Details

We collect your name, service address, billing address and contact details so we can:

Identify who you are when providing services to you and to ensure our records are accurate
To locate the premises to provide the requested services
To send reconfirmation emails regarding our services
To send you service updates such as changes to our terms and conditions or service disruptions or to inform you of any changes to the services we provide
To send invoices and statements for services rendered

Payment Information

We receive payments for the services rendered
We provide refunds where necessary, which may require you to provide your bank account details
We keep a record of financial transactions as required by law and so we know the status of your account

Images/Video

We may automatically obtain information about you such as your image or your vehicle registration number via our CCTV systems operating on our premises. We operate CCTV in the interest of securing our premises and keeping our customers and staff safe.

You may voluntarily provide us with images to assist with the services provided. These images are only retained until the service provided is completed.

We may obtain images/video during site visits and services to ensure quality control, raise issues, internal procedures, confirmations and similar business needs.

How we Obtain Your Information

There are several ways in which we obtain your information. Most information is voluntarily provided by you when enquiring or scheduling a service via our website “Contact Us” form, email or through conversing with us.

If you Decide Not to Provide Personal Information

If you decide not to provide the necessary personal information and as a result, we are unable to provide our services, then we may be unable to enter a relevant contract with you.

Who will See or Use Your Personal Information

Your personal information may be seen or used by our employees in the course of their duties or others lawfully working with us in the ordinary course of our business, e.g. consultants in accordance with the terms of our contract with them.

We may also engage consultants and others to support us e.g. IT services or operating application providers. In these cases, relevant personal information would be used by the provider of such services, in accordance with the terms of our contract with them and to the extent appropriate for the performance of that contract.

Sharing Your Information

Pro-Tone Cleaning Services Ltd. does not and will not sell any of your personal information to any third party.

However, we may share your personal information with the following categories of companies as an essential part of being able to provide our services to you and to fulfil our legal and professional obligations.

Debt collection agencies and Lawyers, should you fall behind with payments for the services rendered
Law enforcement, government and other agencies should we receive a lawful request, or we deem it necessary

We take the sharing of your personal information seriously and only do so where necessary.

How Long We Keep Your Information

We will retain your personal information for as long as necessary in order to fulfil the purposes we have set out in this Privacy Notice. If you cease to be our customer, we will still need to keep some of your personal information to meet our legal and regulatory obligations, resolve disputes and to enforce our terms and conditions. We will only keep what is necessary for those purposes.

We will keep CCTV images for up to 90 days from the date of recording unless it is necessary for us to keep them for a longer period.

We may be obligated to suspend any planned destruction or deletion where legal or regulatory proceedings require it or where proceedings are underway such as require the personal information to be retained until those proceedings have finished.

Your Rights

The list below outlines your rights relating to your personal information:

The right to be informed on how your personal information is used
The right to access your personal information
The right to rectify your personal information if it is inaccurate or incomplete
The right to object to the use of your personal information
The right to request the removal of your personal information

How To Contact Us

If you have any questions about this notice, want us to stop using your personal information or exercise any of your rights then please contact our Privacy Officer.

Privacy Officer: Carolyn O’Shea
Email: coshea@pro-tone.bm
Telephone: 1 441 292 1456