Privacy Policy

Welcome to the Tehilax LTD privacy policy and cookies policy. Whether you are an individual or a business, we respect your privacy and we are committed to protecting your personal data. This policy describes how we obtain and use your personal data when you visit our website (regardless of where you visit it from), including any data you may provide through this website when you submit a property feedback form, sign in to your account, sign up to use our Client Portal, or purchase a service. The policy also describes your privacy rights and how the law protects you.

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

Please review this privacy notice carefully; it contains information about who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how you can contact us and the relevant authorities if you have a complaint

This website is not intended for children and we do not knowingly collect data relating to children

It is important that you read this privacy notice together with any other privacy notices, any other terms and conditions or any other terms of business that we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

About Us

www.tehilax.com is a site owned and operated by Tehilax LTD, a company registered in England and Wales with company number 10297094, and whose registered office is 26 Theydon Road, London, England, E5 9NA.

You can contact us by writing to us at the above address, by telephoning 0203 475 1915 or by using the contact form on our website www.tehilax.com.

Tehilax LTD collects, uses, stores and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as 'controller' of that personal information for the purposes of those laws.

Our data protection officer is Judah Nowogrod and he can be contacted via the above details or at info@tehilax.com.

Links to other websites

Our website may contain hyperlinks to websites owned and operated by third-parties. Clicking on these links or enabling those connections may allow third parties to collect or share data about you. This Privacy Notice applies only to your use of our website. We encourage you to read the privacy statements on the other websites you visit, as they will govern the use of any personal data you provide when visiting those websites.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this site and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This site nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email

This site may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Tehilax LTD have social media accounts on Linked In, Facebook and Instagram. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account

The data we collect about you

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data, or personal information, in simpler terms, means any information about an individual from which that person can be identified, whether directly (for example, your name) or indirectly (for example, information about your use of our services). It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, title, marital status, date of birth and gender
• Contact Data includes billing address, correspondence address, registered address, home and/or contact address, email address and telephone numbers
• Background Data (for employees and contractors of Tehilax LTD) includes the information you have provided to us in your application, curriculum vitae and any covering letter, including Identity and Contact Data, employment history, qualifications, driving licence status. We may also collect, store and use the following types of more sensitive personal information (Sensitive Data): information about your health, including any medical condition, health and sickness and information about criminal convictions and offences
• Financial Data includes bank account details
• Transaction data includes details about payments to and from you
• Marketing and Communications Data includes your preferences in receiving marketing communications from us and our third parties and your communication preferences

How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity and Contact Data by filling in forms on our site or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • contract to use our services;
  • join us as an employee or a contractor
  • request information from us;
  • create an account on our website;
  • request marketing to be sent to you;
  • give us some feedback
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Administration of the website
• To provide you with the information and services that you request from the website
• To accept you as a new or returning customer, employee or contractor to provide you with services you have requested.
• To send you service communications, including quotations, cleaning reports, notifications and invoices
• To improve your browsing experience and to track your usage of our website, communications and services
• Where we need to perform the contract we are about to enter into or have entered into with you
• To follow up with email enquiries
• General non-marketing communications
• Marketing communications, where you have given consent
• Email notifications, where you have given consent
• Provision of statistical information to 3rd parties about our users
• Feedback reviews or testimonials
• To maintain our records and improve data accuracy
• Dealing with enquiries or complaints
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

Data protection legislation requires us to only process your personal data if we satisfy one or more legal grounds and we rely on a number of different grounds for the processing we carry out.

We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below

How we use sensitive data provided by Tehilax LTD’s employees and contractors

We will use your particularly sensitive personal information in the following ways

• We will use information about your disability status to consider whether we or our customers need to provide appropriate adjustments for work offered
• We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
• We envisage that we will process information about criminal convictions. We will collect information about your criminal convictions history if we would like to offer you the work (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the work offered.

Customer Referral

The site may operate a customer referral scheme, used to inform potential customers of services supplied by the site. Users can make referrals through an online automated process should they wish to do so but do so at their discretion.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to unsubscribe at any time. This process is detailed within each email communication sent. If an automated un-subscription is unavailable, clear instructions on how to unsubscribe will be detailed instead

Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosure of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table above.

• Our customers to whom we provide a service;
• Employees and contractors who are to provide services to customers
• Those Third Parties listed in the Glossary;

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We will not disclose your personal data to any other third parties without your specific consent unless we are required to do so by law.

Where we store your data

We will only store your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

Who we share your personal information with

We routinely share your personal information with a range of third party service providers who help us provide, analyse and promote Tehilax LTD’s services. Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see 'Transfer of your information out of the EEA'.

Transfer of your information out of the EEA

We may transfer your personal information to the third party service providers which are located outside the European Economic Area (EEA). We do this to help us provide and promote Tehilax LTD’s service.

Such countries do not have the same data protection laws as the United Kingdom and EEA. Whilst the European Commission has not given a formal decision that those countries provide an adequate level of data protection similar to those which apply in the United Kingdom and EEA, any transfer of your personal information will be subject to appropriate safeguards as permitted under the General Data Protection Regulation that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.

We are required by data protection law to ensure that where we or our “processors” transfer your personal data outside of the EEA, it is treated securely and is protected against unauthorised access, loss or destruction, unlawful processing and any processing which is inconsistent with the purposes set out in this Privacy Policy.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries; and/or
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe; and/or
• Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data Security

Tehilax LTD have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees,contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will only retain your personal data for as long as necessary for the purpose(s) for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. What this means in practice will vary between different types of data. We have determined the following retention periods:

• Data about customers: we will keep this for the duration of your relationship with us, then 2 years thereafter.
• Data about employees and contractors: we will keep this for the duration of your relationship with us, then 5 years thereafter.
• Name and email addresses for those who send us an enquiry (but are neither a customer, employee or contractor): we will keep this for 2 years following your last interaction with us.

In some circumstances you can ask us to delete your data (please see below). Otherwise, we securely erase your personal data from our systems when it is no longer needed.

Your Legal Rights

You have the right to:

1. Request access to your personal data (commonly known as a “data subject access request”). You have the right to obtain access to your personal data (if we are processing it) and certain other information (similar to that provided in this Privacy Policy). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
2. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
3. Request erasure of your personal data (this is also known as “the right to be forgotten”). This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
4. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
5. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
   • (a) if you want us to establish the data’s accuracy;
   • (b) where our use of the data is unlawful but you do not want us to erase it;
   • (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
   • (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
6. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
7. Withdraw consent at any time where we are relying on consent to process your personal data (for example, marketing). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services and as an employee or contractor we will not be able to provide you with any work. We will advise you if this is the case at the time you withdraw your consent.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may not be able to commence our services or request your services for but we will notify you if this is the case at the time.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

How to complain

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner's Office (ICO).

If you would like to exercise your data protection rights or if you are unhappy with how we have handled your personal data, please feel free to contact us by using the details set out on our Site. If you are unsatisfied with our response to any enquiries or complaint or if you believe that our processing of your personal data does not comply with data protection law, you can make a complaint to the ICO at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 or by writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Glossary

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Third parties:

• Service providers acting as processors who provide IT and system administration services.
• Professional advisers acting as processors or joint controllers including lawyers, accountants, auditors and insurers who provide legal, insurance and accounting services.
• HM Revenue & Customs (and like bodies outside of the UK), regulators and other authorities who require reporting of processing activities in certain circumstances.

Cookies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. Cookies are information that files stored on your computer, tablet or smartphone that help websites remember who you are and information about your visit. Cookies can help to display the information on our Site in a way that matches your interests. Most major websites use cookies.

The Cookies we use are shown in this table below:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website and use our Client Portal
• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences

Please note that third parties (including advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Changes to this Privacy Notice

This Privacy Policy was last updated on 10 November 2021. We may make changes to this Privacy Policy from time to time and therefore it is important that you read this policy each time you use our site.