Effective Date: 1 June 2025
Last Updated: 1 June 2025
About This Policy
Smart Maids (“we,” “our,” or “us”) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our cleaning services, training programs, recruitment services, or interact with our website and social media platforms.
As a Cape Town-based cleaning and training company operating since 2021, we understand the importance of trust and transparency in handling your personal information.
Information We Collect
Personal Information
We may collect the following types of personal information:
For Cleaning Services:
- Full name and contact details (phone number, email address, physical address)
- Property details and access information
- Service preferences and special requirements
- Payment information and billing details
- Emergency contact information
- Security codes and access instructions
For Training Programs:
- Personal identification details
- Educational background and work experience
- Skills assessment results
- Training progress and certification records
- Employment history
- References and recommendation letters
- Banking details for stipend payments (where applicable)
For Recruitment Services:
- CV and employment history
- Skills and qualifications
- References and contact details
- Availability and scheduling preferences
- Salary expectations
- Work authorization status
For All Services:
- Communication records (emails, WhatsApp messages, phone calls)
- Feedback and testimonials
- Photos and videos (with consent) for marketing purposes
- Website usage data and cookies
How We Use Your Information
We use your personal information for the following purposes:
Service Delivery
- Providing cleaning, training, and recruitment services
- Scheduling and coordinating service appointments
- Managing access to your property for cleaning services
- Processing payments and maintaining billing records
- Communicating about service updates and changes
Training and Development
- Assessing training needs and progress
- Issuing certificates and qualifications
- Tracking graduate employment success
- Improving training curriculum and methods
Recruitment and Placement
- Matching candidates with suitable employment opportunities
- Conducting reference checks and background verification
- Facilitating introductions between employers and candidates
- Monitoring placement success rates
Business Operations
- Managing client relationships and customer service
- Conducting quality assurance and service improvements
- Complying with legal and regulatory requirements
- Maintaining business records and documentation
Marketing and Communications
- Sending service updates and promotional materials
- Creating testimonials and case studies (with consent)
- Developing marketing content and social media posts
- Conducting customer satisfaction surveys
Legal Basis for Processing
We process your personal information based on:
- Contract Performance: To deliver the services you’ve requested
- Legitimate Interests: For business operations, marketing, and service improvement
- Consent: For marketing communications and testimonials
- Legal Obligation: To comply with applicable laws and regulations
Information Sharing and Disclosure
We may share your information with:
Service Partners
- Trusted cleaning specialists and contractors
- Training facilitators and assessors
- Background check providers for recruitment services
- Payment processors and financial service providers
Employers and Clients
- Sharing candidate information with potential employers (recruitment services)
- Sharing relevant staff information with clients requiring services
Legal Requirements
- Government agencies and regulatory bodies when required by law
- Legal advisors and auditors
- Courts and law enforcement agencies when legally obligated
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Secure storage systems and encrypted databases
- Access controls and staff training on data protection
- Regular security assessments and updates
- Secure communication channels for sensitive information
- Physical security measures at our offices
Data Retention
We retain your personal information for as long as necessary to:
- Provide ongoing services to you
- Comply with legal and regulatory requirements
- Resolve disputes and enforce agreements
- Maintain business records for operational purposes
Specific Retention Periods:
- Client service records: 7 years after last service
- Training records: 10 years after course completion
- Recruitment records: 5 years after placement or application
- Financial records: 5 years as required by law
Your Rights
Under South African data protection laws, you have the right to:
- Access: Request copies of your personal information
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Objection: Object to processing for marketing purposes
- Restriction: Request restriction of processing in certain circumstances
- Portability: Request transfer of your information to another service provider
To exercise these rights, contact us using the details provided below.
Cookies and Website Analytics
Our website uses cookies to:
- Improve website functionality and user experience
- Analyze website traffic and user behavior
- Provide personalized content and recommendations
- Enable social media integration
You can control cookie settings through your browser preferences.
Third-Party Services
We use various third-party services that may collect information:
- Google Analytics: For website traffic analysis
- Social Media Platforms: Facebook, Instagram, WhatsApp Business
- Payment Processors: For secure payment processing
- Communication Tools: Email and messaging services
These services have their own privacy policies governing their use of information.
Marketing Communications
We may send you marketing communications about:
- New services and special offers
- Cleaning tips and home care advice
- Training program updates
- Industry news and insights
You can opt out of marketing communications at any time by:
- Clicking unsubscribe links in emails
- Contacting us directly
- Updating your preferences on our website
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of significant changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Posting notices on our social media platforms
Contact Information
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Smart Maids
Email: info@smartmaids.co.za
Phone: 067 996 0499
Address: 6 Hans Strijdom Avenue, Cape Town
Website: www.smartmaids.co.za
For complaints about our handling of personal information, you may also contact the Information Regulator of South Africa:
Information Regulator South Africa
Email: inforeg@justice.gov.za
Phone: 012 406 4818
Website: www.justice.gov.za/inforeg
This Privacy Policy forms part of our Terms of Service and should be read together with our service agreements.
Smart Maids – Clean.Train.Hire The Smart Way!