PRIVACY AND COOKIE POLICY

This Privacy and Cookie Policy explains how personal data is collected and used in connection with prizma.cy and PRIZMA’s cleaning services.

The data controller is:

Legal company name: [LEGAL COMPANY NAME]

Registration number: [REGISTRATION NUMBER]

Registered or business address: [REGISTERED ADDRESS]

Email: cleaning@prizma.cy

Telephone: +357 95 995 959

The company trades under the name “PRIZMA”.

In this Policy, “PRIZMA”, “we”, “us” and “our” refer to the company identified above.

This Policy applies when you:

(a) visit prizma.cy;

(b) use the website calculator;

(c) submit an enquiry;

(d) communicate with us by telephone, email or WhatsApp;

(e) request or receive a quotation;

(f) book or receive a cleaning service; or

(g) otherwise interact with PRIZMA in connection with our services.

The website enquiry form collects:

(a) your name; and

(b) your telephone number.

These details are required if you want PRIZMA to contact you about your enquiry. If you do not provide them, we will not be able to call or message you.

If you continue communicating with us, we may also receive:

(a) your email address;

(b) the service address;

(c) information about the property;

(d) the requested cleaning service;

(e) preferred dates and times;

(f) photographs, videos or documents you choose to provide;

(g) access and parking instructions;

(h) the content of messages and communications;

(i) quotation and booking information;

(j) invoices, payment status and accounting information; and

(k) complaints, feedback or service records.

No payment card information is collected or processed through prizma.cy.

When you visit the website, our hosting and security systems may process:

(a) your IP address;

(b) browser and device type;

(c) operating system;

(d) date and time of access;

(e) requested pages;

(f) referring page;

(g) error and security logs; and

(h) similar technical information.

Only after you provide analytics consent, Google Analytics and Microsoft Clarity may process information about how you use the website, including:

(a) pages viewed;

(b) approximate location;

(c) browser and device information;

(d) session and navigation information;

(e) clicks, scrolling and mouse movements;

(f) website performance information;

(g) heatmap information; and

(h) session interaction recordings.

We configure Microsoft Clarity to mask form inputs and sensitive page content.

Names, telephone numbers and other form values must not be intentionally sent to Google Analytics or Microsoft Clarity.

We process personal data only where we have a lawful basis.

We use your name, telephone number and information about the requested service to respond to your enquiry, discuss your requirements and prepare a quotation.

Where you are requesting services for yourself, the legal basis is taking steps at your request before entering into a contract under Article 6(1)(b) GDPR.

Where you are acting on behalf of a company or organisation, the legal basis is our legitimate interest in responding to business enquiries and providing our services under Article 6(1)(f) GDPR.

We process booking, contact, property and service information to arrange, manage and provide the agreed cleaning service.

The legal basis is performance of a contract or taking steps before entering into a contract.

We process communications and service records to answer questions, handle complaints, investigate quality issues and protect the interests of PRIZMA and its customers.

The legal basis is performance of a contract and our legitimate interests in managing customer relationships and resolving disputes.

We process and retain invoices, contracts, payment information and related records to comply with accounting, tax and other legal obligations.

The legal basis is compliance with a legal obligation under Article 6(1)(c) GDPR.

We process technical logs to operate, protect and troubleshoot prizma.cy, prevent misuse and maintain website security.

The legal basis is our legitimate interest in operating a secure and reliable website.

We use Google Analytics and Microsoft Clarity to understand how visitors use prizma.cy and to improve the website.

These services are activated only after you provide consent.

The legal basis is your consent under Article 6(1)(a) GDPR and applicable cookie rules.

You may withdraw this consent at any time through the “Cookie settings” link on the website.

Where necessary, we may process relevant information to establish, exercise or defend legal claims.

The legal basis is our legitimate interests and, where applicable, compliance with legal obligations.

The calculator uses the values entered by you to generate an estimated price.

The calculator does not confirm a booking, enter into a contract or make a decision that produces legal or similarly significant effects.

Where calculator information is transmitted together with an enquiry, it may be processed as part of the enquiry and quotation process described in this Policy.

Submitting the contact form asks PRIZMA to contact you about your cleaning enquiry.

We do not rely on cookie or marketing consent to use your name and telephone number for this purpose.

Submitting the form does not subscribe you to marketing communications.

If you choose to communicate with PRIZMA through WhatsApp, WhatsApp and its related service providers may process information under their own privacy terms.

This information may include:

(a) your telephone number;

(b) your WhatsApp profile information;

(c) the content of your messages;

(d) communication dates and times; and

(e) technical and communication metadata.

PRIZMA processes its business copy of the communication according to the purposes and retention periods described in this Policy.

You are not required to use WhatsApp and may contact PRIZMA by telephone or email instead.

You should avoid sending unnecessary sensitive or confidential information through WhatsApp.

Cookies are small files stored on your browser or device.

Some cookies are necessary for a website to function. Other cookies are used for analytics and require consent.

Necessary cookies may be used without analytics consent where they are required to:

(a) operate the website;

(b) maintain website security; or

(c) remember your cookie choice.

The cookie used to remember whether you accepted or rejected analytics is stored for six months.

The choice is retained for the same period whether you accept or reject analytics.

Google Analytics and Microsoft Clarity are classified as analytics services.

They are disabled by default and are activated only after you select “Accept analytics” or enable analytics through Cookie Settings.

Rejecting analytics cookies does not prevent you from using the essential functions of prizma.cy.

Google Analytics helps us understand general website usage.

Subject to your consent, Google Analytics may set cookies including:

(a) _ga; and

(b) _ga_<container-id>.

These cookies may remain for up to two years, subject to the website configuration and your browser settings.

PRIZMA configures Google Analytics user-level and event-level data retention for 14 months.

Google Analytics is not used by PRIZMA for personalised advertising.

Advertising storage, advertising user data and advertising personalisation signals must remain disabled unless this Policy and the consent mechanism are updated.

Microsoft Clarity helps us understand website interactions through session recordings, clicks, scrolling and heatmaps.

Subject to your consent, Clarity may use cookies including:

(a) _clck;

(b) _clsk;

(c) CLID;

(d) ANONCHK;

(e) MR;

(f) MUID; and

(g) SM.

The exact cookies, providers, purposes and expiry periods detected on the website are displayed in Cookie Settings.

Clarity playback data is generally retained for 30 days.

Clarity click data, heatmap data and labelled or favourited sessions are generally retained for nine months.

PRIZMA does not use Clarity for personalised advertising.

Microsoft Clarity must be configured with advertising storage denied and analytics storage enabled only after analytics consent.

When you first visit prizma.cy, you are offered the following choices:

(a) Accept analytics;

(b) Reject analytics; or

(c) Settings.

Analytics must not be enabled before you make a choice.

You may change or withdraw your choice at any time using the permanent “Cookie settings” link in the website footer.

When analytics consent is withdrawn, PRIZMA will stop future analytics collection and instruct the relevant analytics tools to remove or stop using their cookies where technically supported.

Withdrawal does not affect processing that was lawful before consent was withdrawn.

The cookies used by third-party services may change when those services are updated.

The live Cookie Settings panel will provide the current cookie name, provider, purpose, category and expiry period.

This Policy will be updated where there is a material change to the website’s use of cookies.

We do not sell personal data.

Personal data may be made available only where reasonably necessary to:

(a) authorised PRIZMA staff and contractors;

(b) website hosting and technical service providers;

(c) providers used to manage enquiries or business communications;

(d) Google in connection with Google Analytics;

(e) Microsoft in connection with Microsoft Clarity;

(f) WhatsApp and Meta entities when you choose to use WhatsApp;

(g) accountants, auditors, insurers, lawyers and other professional advisers;

(h) public authorities where disclosure is required by law; and

(i) parties involved in establishing, exercising or defending legal rights.

Service providers are given access only to the information reasonably required for the relevant purpose.

Some providers used by PRIZMA may process personal data outside Cyprus or outside the European Economic Area.

Where international transfers take place, PRIZMA relies on an appropriate legal transfer mechanism where required, such as:

(a) an adequacy decision;

(b) approved standard contractual clauses; or

(c) another lawful safeguard.

Some third-party providers may process information as independent controllers under their own privacy policies.

We keep personal data only for as long as reasonably necessary.

Unless a longer period is required for a legal claim or legal obligation, the following periods apply:

(a) enquiries that do not result in a booking: 12 months after the last substantive communication;

(b) quotations that are not accepted: 12 months after expiry or last communication;

(c) customer contracts, invoices and accounting records: six years after the end of the calendar year to which they relate;

(d) service and customer records connected with a completed booking: up to six years where reasonably required for contractual, accounting or legal purposes;

(e) complaints or disputes: until the matter is resolved and for any applicable legal limitation period;

(f) cookie consent preference: six months;

(g) Google Analytics user-level and event-level data: 14 months;

(h) Google Analytics cookies: up to two years;

(i) Microsoft Clarity playback data: 30 days; and

(j) Microsoft Clarity click data, heatmaps and labelled or favourited sessions: nine months.

Data may be deleted earlier where it is no longer required.

Data may be retained for longer where necessary to comply with law, respond to an authority or establish, exercise or defend a legal claim.

PRIZMA takes reasonable technical and organisational measures to protect personal data against:

(a) unauthorised access;

(b) accidental loss;

(c) misuse;

(d) alteration; and

(e) unlawful disclosure.

Access to personal data is limited to persons who reasonably need it for their work.

No internet transmission or storage system can be guaranteed to be completely secure.

Subject to applicable law, you may have the right to:

(a) request access to your personal data;

(b) request correction of inaccurate or incomplete data;

(c) request deletion of your personal data;

(d) request restriction of processing;

(e) object to processing based on legitimate interests;

(f) object at any time to direct marketing;

(g) request portability of eligible data;

(h) withdraw consent where processing is based on consent; and

(i) lodge a complaint with a supervisory authority.

These rights may be subject to legal conditions and exceptions.

For example, PRIZMA may need to retain certain invoices or contractual records even after receiving a deletion request.

To exercise your rights, contact:

cleaning@prizma.cy

PRIZMA may ask for reasonable information to verify your identity before responding.

You have the right to lodge a complaint with the Office of the Commissioner for Personal Data Protection in Cyprus.

Office address:

15 Kypranoros Street

1061 Nicosia

Cyprus

Postal address:

P.O. Box 23378

1682 Nicosia

Cyprus

Telephone:

+357 22818456

Email:

commissioner@dataprotection.gov.cy

You may contact PRIZMA first so that we have an opportunity to address your concern, but you are not required to do so.

Submitting an enquiry does not give PRIZMA permission to send unrelated promotional messages.

PRIZMA will not use your telephone number or email address for electronic marketing unless:

(a) you have separately requested or agreed to receive it; or

(b) another lawful basis specifically permitted by applicable law applies.

Any marketing communication will provide a simple way to stop receiving further messages.

prizma.cy and PRIZMA’s cleaning services are intended for adults and business representatives.

We do not knowingly request personal data from children through the website.

PRIZMA may update this Policy to reflect changes in the website, services, providers or legal requirements.

The current version will be published on prizma.cy with an updated revision date.

Where a change materially affects how personal data is processed, PRIZMA will take reasonable steps to provide additional notice where required.

For questions or requests relating to this Policy or personal data, contact:

[LEGAL COMPANY NAME]

[REGISTERED ADDRESS]

Email: cleaning@prizma.cy

Telephone: +357 95 995 959