1. Introduction
OSUKLEN PTE. LTD. respects the privacy of every person who contacts us, books a cleaning service or visits our website. This Privacy Policy explains what information we collect, why we collect it, how we use it and the choices available to you. The policy is issued by OSUKLEN PTE. LTD., a company providing commercial and residential cleaning services from 22 Sin Ming Lane #06-76 Midview City, Singapore - 573969, Singapore (SG). The developer name associated with this website is Osuklen, and the same identity operates the cleaning business described in these pages.
We have written this policy in plain language so that a client, a website visitor or a job applicant can understand it without legal training. Where a term has a specific meaning, we explain it at the point where it appears. If anything remains unclear after reading the policy, you are welcome to contact us using the details in the final section and we will explain it further.
This policy applies to our website, our enquiry channels, our quotation process, our cleaning operations and our contract administration. It does not apply to third party websites that we may link to, and it does not apply to the internal records of a client organisation that engages us. Each client remains responsible for its own privacy practices in relation to its staff, its tenants and its visitors.
2. Scope of This Policy
This policy covers personal information that we collect and hold in the course of running a cleaning business in Singapore. It covers information collected through our website, through email and telephone enquiries, through site surveys and quotations, through the delivery of cleaning services and through the administration of contracts. It also covers information collected during recruitment when a person applies to work with us.
The policy does not cover information that has been fully anonymised so that it can no longer be linked to an individual. It also does not cover aggregated operational statistics that we may prepare for our own planning, provided those statistics do not identify any person.
Where we act as a service provider to a client organisation, we may handle personal information on that client behalf and under that client instruction. In those situations the client is the primary controller of the information and this policy applies to our handling only to the extent that we are the party deciding how and why the information is processed.
3. Information We Collect
We collect only the information that we need to respond to an enquiry, prepare a quotation, deliver a service, manage a contract or meet a legal duty. The categories of information we may collect are set out below.
Contact and identity information
This includes a name, an organisation name, a job title, a postal address, an email address and a telephone number. We collect this information so that we can reply to you, arrange a survey and send documents relating to a booking or a contract.
Service and premises information
This includes the address of the premises to be cleaned, the type of premises, the floor area, the surface materials present, the preferred cleaning frequency and any access arrangements such as a gate code, a key collection point or a building sign-in process. This information is needed to plan the work and to keep our crew safe on site.
Billing and payment information
This includes a billing address, a purchase order reference, an invoice contact and a payment method reference. We do not store full payment card numbers on our own systems. Where card payment is used, the transaction is handled by a payment provider that applies its own security standards.
Correspondence and records
This includes emails, messages, quotations, contracts, service checklists, inspection records and notes of telephone conversations. These records let us deliver a consistent service and resolve any question that arises later.
Website and technical information
This includes the pages you visit, the time of your visit, the type of device and browser you use and the approximate region from which you connect. This information is used to keep the website working and secure and to understand which pages are useful.
Recruitment information
If you apply to work with us, we may collect your contact details, your employment history, your qualifications and any information you choose to provide about your availability and your right to work. We use this information only to assess and manage your application.
4. How We Collect Information
Most of the information we hold comes directly from you. You provide it when you complete a contact form, send an email, call our office, respond to a quotation, sign a contract or speak with a crew member on site. You also provide it when you apply for a role with us.
Some information is created during the delivery of a service. When a crew attends a premises, the supervisor may record the areas cleaned, the products used, the time of attendance and any observation that affects the next visit. This record is part of the service we provide, and it helps a client confirm that the agreed work was carried out.
A limited amount of technical information is collected automatically when you use our website. This may include your internet protocol address, the browser and operating system you use and the pages you view. We collect this information through standard web server logs and, where enabled, through simple analytics that report aggregate usage rather than individual identity.
We do not buy personal information from data brokers, and we do not collect personal information from social media profiles unless you choose to contact us through a social channel and the information is needed to answer you.
5. Why We Use Information
We use personal information for the following purposes, each of which is connected to a legitimate business need or to a legal duty.
- To respond to an enquiry and to provide the information you ask for.
- To arrange a site survey and to prepare a written quotation.
- To schedule, deliver and supervise a cleaning service.
- To manage a contract, including changes to scope, frequency and access.
- To issue invoices, receive payment and maintain accounting records.
- To keep a site safe, including recording hazards, access rules and emergency contacts.
- To handle a complaint, a call-back or an insurance matter.
- To improve our services, our training and our operational planning.
- To meet record keeping duties under Singapore law, including tax and employment requirements.
- To assess a job application and to manage the recruitment process.
We do not use personal information for a purpose that is unrelated to the reason it was collected, unless we first tell you and, where required, obtain your consent.
6. Legal Basis for Processing
We process personal information on one or more of the following bases. The first is consent, where you have clearly agreed that we may use your information for a stated purpose such as receiving a newsletter or being contacted about a future offer. The second is performance of a contract, where the processing is needed to prepare a quotation or to deliver a service you have requested.
The third basis is our legitimate interest in running a cleaning business safely, efficiently and honestly. This includes keeping service records, planning routes, preventing fraud and protecting our staff and property. Where we rely on a legitimate interest, we consider the impact on the individual and we keep the processing proportionate to the need.
The fourth basis is compliance with a legal obligation, such as keeping financial records for the required period or responding to a lawful request from a public authority. Where we process information on the basis of consent, you may withdraw that consent at any time, and we will stop the related processing unless we have another lawful basis to continue.
7. Information From Site Access
Cleaning work often requires access to a building, a unit or a restricted area. To arrange that access, we may collect a gate code, a key or fob reference, a sign-in requirement and the name of the person who will admit our crew. We treat access information as confidential, we restrict it to the crew and supervisors who need it, and we remove it from active records when the contract ends or when the client tells us the arrangement has changed.
Where a client uses a visitor management system, the information we provide is limited to what that system requires for entry, such as a name, a company name and a vehicle number. We do not use access information for any other purpose, and we do not share it with another client.
If a client provides a key or a fob, we record the fact that we hold it and we return it on the agreed date. We do not copy a key or a fob without written instruction, and we report a lost item to the client without delay.
8. Cleaning Service Records
A cleaning service generates a record of what was done. This record may include the date and time of attendance, the areas cleaned, the methods used, the chemicals applied, the duration of the visit and any issue that a crew member observed. The record is used to confirm delivery, to plan the next visit and to investigate a complaint or a claim.
Where a photograph is needed to document a condition before or after work, we take the photograph only where it is relevant to the service and, where possible, without capturing a person or a private document. Photographs are stored with the service record and are used only for the operational purpose for which they were taken.
Service records may identify a person indirectly, for example where a supervisor signs a checklist. We keep those records for the period described later in this policy and we release them to a client on request where the client is the contracting party for the service.
10. Service Providers
Like most businesses, we rely on service providers for functions such as email hosting, document storage, accounting and payment processing. These providers may access personal information only to the extent needed to perform their function. They are not permitted to use our information for their own marketing or for any unrelated purpose.
We choose providers that maintain recognised security controls and that can explain how they handle information. Where a provider stores information outside Singapore, we take the additional step described in the next section. If a provider cannot meet our expectations, we replace it or we change the way the function is performed.
We keep a list of the categories of provider we use and the purpose each one serves, and we review that list when our operations change. We do not name individual providers in this public policy because the list changes from time to time, but we can confirm the current categories if you ask us.
11. International Transfers
Some of our service providers may store information on servers located outside Singapore. Where personal information is transferred outside Singapore, we take reasonable steps to ensure that the recipient is bound to protect the information to a standard comparable to the protection required in Singapore.
Those steps may include a written agreement that imposes confidentiality and security duties, a review of the provider security programme, and a preference for providers that host data in stable jurisdictions with clear legal protections. Where a transfer would create a material risk to the individual, we look for an alternative arrangement or we avoid the transfer.
If you would like to know whether a particular category of your information is transferred outside Singapore and what protection applies, you may contact us using the details at the end of this policy.
12. Data Retention
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as a law or a contract requires us to keep it. After that period we delete it, anonymise it or securely archive it.
- Enquiry records that do not lead to a booking are kept for a short period and then removed.
- Quotation and contract records are kept for the duration of the relationship and for a further period needed for accounting and legal purposes.
- Service and inspection records are kept for the period needed to handle a call-back or a claim and to support contract renewal.
- Financial records are kept for the period required by Singapore tax and company law.
- Recruitment records are kept for the duration of the process and, with the applicant agreement, for a limited period for future openings.
- Website logs are kept for a short period unless they are needed to investigate a security incident.
When the retention period ends, we dispose of the information in a way that prevents reconstruction, such as secure deletion of electronic files and shredding of paper documents.
13. How We Protect Information
We apply administrative, technical and physical safeguards to protect personal information against loss, misuse and unauthorised access. Administrative safeguards include written procedures, staff training on confidentiality and a rule that access is granted only to those who need it for their role.
Technical safeguards include access controls on our accounts, the use of passwords and, where available, additional verification, encryption of data in transit, regular software updates and backups that allow recovery after an incident. Physical safeguards include locked storage for paper records and controlled access to our office and our equipment.
No method of storage or transmission is completely secure, and we cannot promise absolute security. If a data breach occurs that is likely to cause harm, we will investigate the cause, take steps to contain it and notify the affected individuals and the relevant authority where the law requires it.
14. Your Privacy Rights
Subject to the law that applies to you, you may have the right to be informed about how we use your information, to request access to the information we hold, to ask us to correct an error, to ask us to delete information that is no longer needed and to object to or restrict certain processing.
You may also have the right to withdraw consent where consent is the basis for processing, to ask for a copy of information you provided in a portable format, and to lodge a complaint with a data protection authority. We will not treat you unfairly because you exercise a privacy right.
Some rights are limited. For example, we may need to keep information to meet a legal duty or to establish or defend a legal claim, and we may decline a request that would reveal information about another person. Where we decline a request, we explain the reason.
15. Access and Correction
You may ask us for a copy of the personal information we hold about you and for an explanation of how it has been used. We will respond within a reasonable time and, where the law sets a maximum period, within that period. We may ask you to verify your identity before we release information, so that we do not disclose it to the wrong person.
If you believe that information we hold is inaccurate, incomplete or out of date, you may ask us to correct it. We will make the correction and, where we have shared the information with another party, we will take reasonable steps to inform that party of the correction. If we disagree with a requested correction, we will explain our position and record that you have disputed the information.
We may charge a reasonable fee for an access request where the law allows it, and we will tell you the fee before we proceed. We do not charge for a simple correction.
17. Marketing Communications
We may send you service updates, seasonal offers and information about a new service if you have asked to receive them or if you are an existing client and the message relates to a similar service. Every marketing message includes a way to opt out, and we honour an opt out promptly.
We do not sell or rent your contact details to another organisation for its own marketing. If we work with a marketing partner, we require the partner to act on our instruction and to protect the information to the same standard we apply ourselves.
If you receive a message you did not expect from an address that appears to be ours, please tell us at mailbox@osuklen.mom so that we can investigate whether our name is being misused.
18. Privacy for Children
Our services are provided to businesses and households, and our website is intended for adults. We do not knowingly collect personal information from a child without the involvement of a parent or a guardian.
Where a cleaning service takes place in a home with children, our crew may incidentally see a child, but we do not record information about a child as part of the service. If a client asks us to take account of a child in planning access or timing, we record only the practical detail needed and we keep it confidential.
If you believe that we hold information about a child without proper authority, please contact us and we will investigate and remove the information where appropriate.
19. Links to Other Sites
Our website may contain links to a third party website, for example a map service or a payment page. We do not control those sites and we are not responsible for their privacy practices. When you follow a link, we encourage you to read the privacy notice of the site you reach.
A link from our site does not mean that we endorse the content or the practices of the linked site. If you believe a link on our site points to something inaccurate or unsafe, please tell us so that we can review it.
20. Automated Decisions
We do not use automated decision making that produces a legal or similarly significant effect on an individual without human involvement. Operational tools such as a route planner or a scheduling calendar may help us organise work, but a person reviews the outcome where it affects a client or a crew member.
Where we use a simple automated reminder, such as a message that a service is due, the reminder is based on the agreed schedule and not on a secret assessment of the individual. You can ask us to stop a reminder at any time.
If we ever introduce a tool that makes a decision about an individual automatically, we will review the lawfulness of that tool, explain the logic in general terms and provide a way to request human review.
21. Changes to This Policy
We may update this Privacy Policy from time to time to reflect a change in our practices, our services or the law. The updated policy takes effect when it is published on this page, and the date at the top of the page shows when it was last revised.
If a change is material, we will take reasonable steps to bring it to the attention of affected clients, such as a notice on the website or a message to the contact on file. We encourage you to review this page periodically so that you stay informed about how we protect information.
Your continued use of our website or services after an update means that you accept the revised policy to the extent that acceptance is required.
22. How to Contact Us
If you have a question about this Privacy Policy, want to exercise a privacy right or wish to make a complaint, please contact us using the details below. We take privacy enquiries seriously and we will respond within a reasonable time.
OSUKLEN PTE. LTD.
22 Sin Ming Lane #06-76 Midview City, Singapore - 573969, Singapore (SG)
Email: mailbox@osuklen.mom
Phone: +18393238814
When you contact us about privacy, please describe your request clearly so that we can identify the relevant records and respond accurately. If you are not satisfied with our response, you may raise the matter with the data protection authority in your jurisdiction.