1. Introduction
This Privacy Policy explains how we collect, use, store, and protect personal data when users access the Xota application (the “App”). Xota is used by three types of users:
- Companies managing clients, projects, and recurring tasks
- Clients viewing tasks and bookings assigned to them
- Team Members completing assigned tasks
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using Xota, you consent to the practices described in this policy.
2. Data We Collect
We collect only the information necessary to operate and improve the App.
2.1 Data provided by Companies
- Company name and contact details
- User accounts for staff
- Client details (name, contact information, property information)
- Project details
- Recurring tasks
- Assigned work and schedules
2.2 Data provided by Clients
- Contact details (email, phone number)
- Login details
- Visibility of tasks, bookings, and schedules created by the company
2.3 Data provided by Team Members
- Contact details (name, email, phone number)
- Login details
- Task completion details (time, notes, photos if uploaded)
2.4 Automatically collected data (app diagnostics)
- Device type
- OS version
- Crash logs
- Basic analytics
We do not collect unnecessary personal data. We do not sell or share personal data with third parties for marketing.
3. How We Use Personal Data
Personal data is used solely to operate the Xota platform, including:
- Creating accounts and managing authentication
- Assigning tasks to team members
- Allowing clients to view work assigned to them
- Sending notifications related to tasks or schedules
- Improving the App and resolving issues
- Security monitoring and fraud prevention
We do not use your data for advertising or cross-platform tracking.
4. Lawful Basis for Processing (UK GDPR)
We rely on the following legal bases:
- Contractual necessity — processing required to provide the App
- Legitimate interests — operational improvements, security
- Consent — where required for optional features
- Legal obligation — where necessary to comply with law
5. Data Storage & Security
All data is stored securely within the United Kingdom. We use encryption in transit and at rest.
We take reasonable steps to protect personal information from:
- unauthorised access
- accidental loss
- misuse
- alteration
However, no system is entirely secure.
6. Sharing of Data
We do not sell personal data. We only share data with:
- Service providers essential to operate the App (e.g., secure hosting, authentication services, email delivery)
- Companies using the app, who control the data of their clients and team members
We require all service providers to comply with UK GDPR. We do not transfer data outside the UK.
7. Data Retention
We retain personal data only for as long as it is needed for:
- App functionality
- Legal obligations
- Company record requirements
If your account is deleted, associated personal data is removed or anonymised according to our retention schedule.
8. Your Rights (UK GDPR)
You have rights including:
- Access to your data
- Correction of inaccurate data
- Erasure (“right to be forgotten”)
- Restriction of processing
- Data portability
- Objection to processing
- Complaints to the Information Commissioner’s Office (ICO)
To exercise any rights, contact us at office@cbees.co.uk.
9. Account Deletion
You may delete your account at any time using the Delete Account option in the App, or by following the steps on our Delete Account page.
Upon deletion:
- Personal data is permanently deleted
- Company-level historical work records may remain where the employer is legally responsible for holding them
- Backups may persist for a short period but will be removed automatically
10. Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated “Last updated” date.
11. Contact Information
For privacy questions or concerns, contact:
Clean Bees Cleaning Ltd
Premier House, Duckmoor Road, Ashton, Bristol, BS3 2BJ
Email: office@cbees.co.uk