Who this policy covers

This policy applies to circlecityofficecleaning.com and to any enquiry that reaches us by form, phone, text or email. Most of the people we deal with are office managers, facility managers, practice managers and property managers contacting us in a work capacity, so most of what we hold is business contact information rather than personal detail. It is still treated with care.

What arrives when you use the quote form

The form asks for your name, your business name, an email address, a phone number, the address or general location of the building, and details about the site such as square footage, frequency, floor types, restroom count and occupancy. Whatever you write in the message box comes with it.

Three technical items are captured alongside the submission: a timestamp, the page you submitted from, and the result of a hidden spam check. Those exist to stop automated junk filling the inbox and they are not used to profile anybody.

What happens on a phone call

We write down what you tell us: the building, what you are trying to solve, timescales and how to reach you. Calls are not recorded. If a member of staff takes notes, those notes go into the same CRM record as everything else so there is one version of your enquiry rather than several.

Where it goes

Into a customer relationship management system, and into the email inbox the form notification lands in. That is the extent of it. The processors involved are the website host, the form delivery service, the email provider and the CRM, each acting on our instructions under their own contracts.

We do not sell your information. We do not share it with data brokers, lead resellers, advertising platforms or other cleaning companies. The exceptions are narrow and ordinary: our accountant or insurer where a specific matter requires it, and a lawful request from a court or public authority.

How long we keep it

An enquiry that goes nowhere is deleted after 24 months. If you become a customer, your records are kept for the life of the account and then for six years after it closes, which is what tax and contract record keeping in Indiana practically requires. Job notes, checklists and inspection records for an active building are kept while the account runs.

Cookies and measurement

The site runs on static pages with no advertising trackers and no third party marketing pixels. Any analytics in use is configured to measure aggregate traffic, and it is there to tell us which pages get read. Your browser settings control cookies, and blocking them will not stop the site working or stop you sending a quote request.

Your choices

Write to the email address on the contact page and ask for any of the following: a copy of what we hold about you, a correction to something wrong, deletion of your record, or removal from any list we contact you through. Deletion requests are actioned within 30 days and we will confirm when it is done. You never have to explain why.

Several US states, including Indiana under its Consumer Data Protection Act, give residents statutory rights over personal data. Those laws generally apply to individuals acting in a personal capacity rather than in a commercial or employment context, so a work enquiry may fall outside them. We apply the same process to everyone regardless, because arguing about which category a request falls into wastes your time and ours.

Security and changes

Access to the CRM is limited to staff who need it, and accounts are removed when people leave. We ask you never to send payment card numbers, bank details or anything confidential through the website form.

If this policy changes, the revised version is posted here. Anything that materially affects how we handle information already given to us is communicated to active customers directly rather than left to be noticed.