Phar Lap Commercial Cleaning – On‑Site Privacy & Confidentiality Policy

Last updated: 19/04/2026

Phar Lap Commercial Cleaning (“we”, “our”, “us”) is committed to protecting the privacy, confidentiality, and security of all information we may see, hear, or access while working on client premises. This policy explains how we handle sensitive or private information encountered during the delivery of our cleaning services.

By engaging Phar Lap Commercial Cleaning, you acknowledge and accept the practices outlined below.

 

1. Scope of This Policy

This policy applies to all information our staff may be exposed to while performing cleaning services at your premises, including but not limited to:

  • Verbal conversations or meetings overheard

  • Documents left on desks, printers, or workstations

  • Computer screens, devices, or systems visible during cleaning

  • Whiteboards, noticeboards, or planning materials

  • Security information, access codes, or internal procedures

  • Any other business, personal, or confidential information

Our responsibility is to treat all such information with the highest level of discretion and professionalism.

 

2. Our Commitment to Confidentiality

We treat all client information as strictly confidential, regardless of whether it is formally marked as such.

Our team members are required to:

  • Maintain absolute confidentiality regarding anything seen or heard on client premises

  • Avoid reading, examining, or interacting with client documents or systems

  • Never disclose client information to any third party

  • Refrain from discussing client matters outside the workplace

  • Report any accidental exposure to sensitive information to management

Confidentiality obligations apply during employment and continue indefinitely after employment ends.

 

3. Staff Training and Conduct

All Phar Lap Commercial Cleaning staff receive training on:

  • Privacy and confidentiality expectations

  • Professional conduct on client premises

  • Handling accidental exposure to sensitive information

  • Security awareness and access protocols

Staff are required to sign confidentiality agreements as part of their employment.

 

4. Handling Sensitive Information on Site

We follow strict procedures to ensure client information remains protected:

  • We do not move, open, or inspect documents unless instructed for cleaning purposes (e.g., lifting papers carefully to clean underneath).

  • We do not access computers, devices, or digital systems.

  • We avoid cleaning areas that contain sensitive materials unless specifically authorised.

  • We do not photograph or record anything on client premises.

  • We do not share details about client operations, staff, or activities.

If we encounter sensitive information unintentionally, we leave it undisturbed.

 

5. Access Codes, Keys, and Security Systems

If clients provide access tools such as:

  • Keys

  • Swipe cards

  • Alarm codes

  • Security instructions

We handle them with strict confidentiality and use them only for the purpose of delivering cleaning services.

We do not duplicate keys, share access information, or store codes in unsecured locations.

 

6. Information We Do Not Collect

We do not collect or store any business information seen or heard on your premises unless explicitly required for service delivery (e.g., access instructions).

We do not record or document:

  • Business operations

  • Staff details

  • Client or customer information

  • Intellectual property

  • Financial or strategic information

Any exposure to such information is incidental and treated as confidential.

 

7. Reporting Concerns or Breaches

If you believe confidentiality has been compromised in any way, we encourage you to contact us immediately. We take all concerns seriously and will investigate promptly.

 

8. Updates to This Policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. The latest version will always be available upon request.

 

9. Contact Us

For questions, concerns, or requests related to privacy or confidentiality, please contact:

Phar Lap Commercial Cleaning 

email : service@pharlap.co.nz 

phone : 027 3166146