Privacy Policy - Cleaners SW16

This Privacy Policy explains how Cleaners SW16 collects, uses, stores, shares, and protects personal data. It applies to all Cleaners SW16 customers in the area, including anyone who requests, receives, or enquires about cleaning services. We are committed to handling personal information in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that certain personal data may be collected and processed to manage bookings, deliver services, handle payments, maintain records, and support communication. We only collect information that is necessary for these purposes and we do not use personal data in ways that are incompatible with this policy.

1. Personal Data We Collect

We may collect the following categories of personal data when you interact with Cleaners SW16:

Identity details: your name, title, and, where relevant, business name.
Contact details: address, email address, and phone number.
Service information: cleaning preferences, property access details, appointment history, and service instructions.
Billing and payment information: payment status, invoice details, and transaction records.
Communication records: messages, complaints, feedback, and notes relating to your booking or service request.
Technical information: limited device or usage data if you communicate with us electronically, such as timestamps or message metadata.

We do not intentionally collect special category data unless it is strictly necessary and you voluntarily provide it. Special category data may include information about health, religion, ethnicity, or other sensitive details. If you share such information, we will only process it where we have a valid legal basis and, where required, your explicit consent.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and manage quotes or bookings;
to deliver cleaning services safely and efficiently;
to coordinate access arrangements and service schedules;
to process payments and manage billing;
to maintain service records and business administration;
to handle complaints, disputes, or customer support requests;
to meet legal, accounting, and regulatory obligations;
to improve our service quality and internal processes.

We only use your data for legitimate business purposes connected to the services we provide. We do not sell your personal data and we do not use it for unrelated purposes without a valid legal basis.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Cleaners SW16 relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes setting up bookings, delivering cleaning services, sending invoices, and managing service-related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided that your rights and freedoms do not override those interests. Examples include maintaining business records, preventing fraud, improving service operations, and responding to customer issues. We balance our interests against your privacy rights before relying on this basis.

Legal Obligation

We may process and retain certain information where required to comply with legal obligations, including tax rules, accounting obligations, and record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent, for example if you choose to provide optional sensitive information or agree to specific communications. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or independent data controllers depending on the service they provide.

Processors may include:

payment service providers that handle card or electronic payments;
accounting or bookkeeping providers;
IT and cloud storage providers;
communication tools used to send messages or manage enquiries;
professional advisers such as accountants or legal advisers.

Where a third party acts as a processor, they are only permitted to process your data on our instructions and must protect it using appropriate security measures. We require processors to keep personal data confidential and to use it only for the agreed purpose.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. If our business is reorganised, transferred, or sold, customer data may be transferred as part of that transaction, subject to applicable data protection safeguards.

5. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your personal data.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason it was collected.

In general:

Customer and service records are kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records are kept long enough to resolve disputes, support service history, or manage follow-up.
Consent-based records are retained until consent is withdrawn or the purpose ends.

When data is no longer needed, we securely delete or anonymise it. If deletion is not possible immediately, we will ensure it is securely stored and isolated until removal is completed.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

Although we take reasonable steps to protect data, no system can be guaranteed completely secure. If we become aware of a data breach affecting your personal data, we will respond in accordance with legal requirements and take appropriate steps to reduce risk.

8. Your Rights

As a data subject, you have certain rights in relation to your personal data. These rights may be subject to legal limitations and exemptions. They include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your personal data in certain circumstances.
Right to restriction: to ask us to limit how we process your data in certain situations.
Right to data portability: to request a copy of certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issue promptly.

9. Children’s Data

Our services are intended for adult customers and property holders or authorised representatives. We do not knowingly collect personal data from children unless it is unavoidably provided in connection with a service request. If we discover that children’s personal data has been collected without appropriate justification, we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our processing practices. The latest version will apply from the date it is published or otherwise communicated. We recommend that customers review it periodically to stay informed about how we protect personal data.

11. Our Commitment to Privacy

Cleaners SW16 values privacy and treats personal data with care and respect. We aim to keep information accurate, relevant, and secure while using it only for legitimate service-related purposes. Our approach is based on transparency, accountability, and data minimisation, meaning we collect only what is necessary and keep it only for as long as needed.

By choosing Cleaners SW16, you trust us with information that helps us provide reliable cleaning services. We take that responsibility seriously and work to ensure your personal data is handled in a lawful and responsible manner throughout the customer relationship.