Privacy Policy

1. Introduction

Shan Maintenance Services (“we”, “our”, or “us”) respects your privacy and is committed to handling the personal information of our clients, prospective clients, and website visitors with integrity and care. This Privacy Policy outlines what personal information we collect through our website, why we collect it, how it is used and safeguarded, and how you may contact us regarding your personal data.

We handle personal information collected through our website exclusively for legitimate business, customer support, and service-related purposes.

2. Information We Collect

We collect only the information that you voluntarily provide to us when submitting an enquiry or requesting a service quote through our website forms:

3. How We Use Your Information

We use the information collected through our website for the following specific purposes:

• To respond to your general enquiries and communication requests.
• To assess site requirements and prepare detailed service quotations and proposals.
• To contact you by phone, email, or WhatsApp to discuss your service needs.
• To coordinate, deploy, and deliver requested security, housekeeping, or facilities maintenance services.
• To maintain necessary operational, administrative, and customer service records.
• To protect our website infrastructure and prevent spam, fraud, or abusive submissions.

We do not use your personal information for automated marketing campaigns, promotional newsletters, or unsolicited third-party sales.

4. Sharing of Information

We do not sell, rent, trade, or distribute your personal information to third parties. We disclose your information only on a need-to-know basis in the following limited circumstances:

• Authorized Personnel: Employees and operational supervisors of Shan Maintenance Services who require the information to review requirements, prepare proposals, or execute services.
• Technical Infrastructure Providers: Trusted third-party service providers that support our web hosting, server infrastructure, or communication gateways (such as direct email or messaging services), bound by confidentiality obligations.
• Legal Requirements: Where disclosure is required by applicable law, regulation, court order, or governmental authority.

5. Data Security

We implement reasonable and appropriate technical and organizational measures to protect personal data against unauthorized access, disclosure, alteration, or destruction. Access to customer submissions is restricted to authorized personnel who have a genuine operational requirement.

While we take diligent steps to maintain data security, no electronic transmission over the internet or digital storage method is 100% secure. Therefore, we cannot guarantee absolute security against all unforeseen threats.

6. Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, including:

• Responding to enquiries and fulfilling ongoing customer communication.
• Preparing, negotiating, and delivering contracted services.
• Maintaining accurate business, accounting, and operational records.
• Complying with applicable legal, statutory, or regulatory requirements.
• Resolving disputes and enforcing our commercial agreements.

When personal data is no longer needed for these purposes, it is securely archived or deleted in accordance with our standard record management procedures.

7. Your Choices and Requests

You have the right to enquire about the personal information we hold regarding your requests. You may contact us at any time to:

• Request confirmation of whether we hold personal information submitted by you.
• Request corrections or updates to inaccurate or outdated contact information.
• Ask questions about how your enquiry data is handled or stored.
• Request deletion of your enquiry data, subject to any legal or contractual record-keeping obligations.

To submit a request, please contact our team using the contact details provided in Section 10.

8. Third-Party Services

Our website utilizes select third-party infrastructure and services to maintain reliability, security, and usability:

• Hosting Infrastructure: Cloud hosting services that provide server execution and file delivery.
• Direct Communication Links: WhatsApp and phone/email protocols enabling visitors to initiate direct conversations with our team.
• Location Map: An embedded Google Maps view on our contact page to assist visitors with directions to our registered office.

We do not include third-party advertising networks or behavioral tracking cookies on this website.

9. Changes to This Privacy Policy

We may periodically update this Privacy Policy to reflect changes in our operational procedures, website features, or relevant regulatory guidelines. When changes are made, the revised policy will be posted on this page with an updated “Last Updated” date and version identifier. We encourage you to review this policy periodically.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your customer information, please contact us: