Privacy Policy - Cleaners W14

Effective for all Cleaners W14 customers in the area. This Privacy Policy explains how personal data is collected, used, stored, shared, and protected when you use Cleaners W14 services. It applies to every customer in the W14 area, including individuals who request one-off cleaning, recurring cleaning, end of tenancy cleaning, deep cleaning, or any related service. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to all Cleaners W14 customers in area, including prospective customers, current customers, former customers, household members whose data is provided for service purposes, and anyone who communicates with us in connection with a booking or service enquiry. It also applies to visitors whose data may be collected through service interactions, payment arrangements, customer support, or complaint handling.

2. Personal Data We Collect

We collect only the personal data necessary to provide cleaning services, manage customer relationships, and meet legal obligations. The categories of data may include:

Identity data: name, title, and, where needed, information to verify who is requesting the service.
Contact data: address, email address, telephone number, and preferred communication details.
Service data: booking details, service preferences, access instructions, property notes, and special cleaning requests.
Payment data: billing details, transaction records, and payment confirmation information. We do not store more payment information than is necessary for processing and recordkeeping.
Technical data: limited device and usage information if you interact with digital booking or communication systems.
Correspondence data: messages, complaints, feedback, and any other communication with our team.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, for example if it relates to access needs or health-related precautions relevant to a cleaning appointment. Where such data is processed, it is handled with extra care and strict confidentiality.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide cleaning services and manage bookings;
to communicate about appointments, changes, service updates, and customer requests;
to process payments and issue invoices or receipts;
to handle complaints, feedback, and service quality matters;
to maintain business records and support operational planning;
to comply with legal, regulatory, tax, and accounting obligations;
to protect our business, customers, and staff from fraud, misuse, or security incidents.

We will only use your data in ways that are compatible with the purpose for which it was collected. We will not sell your personal data. We will not use your data for unrelated purposes without a valid lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each category of processing. Cleaners W14 relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging access to the property, delivering cleaning services, and processing payments.

Legal Obligation

Some information must be retained or processed to meet legal requirements, including tax, accounting, insurance, and recordkeeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include service improvement, internal administration, protecting against fraud, and responding to customer queries.

Consent

Where consent is required, such as for optional marketing communications or certain sensitive data processing, we will ask for it clearly. You may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted processors and service providers who support the operation of our business. These third parties process data only on our instructions and under appropriate confidentiality and security obligations. Examples of processors may include:

payment service providers that handle card or electronic payments;
booking, scheduling, or customer management systems;
IT and cloud storage providers that support secure data storage and communication;
accounting or bookkeeping providers;
professional advisers such as lawyers, insurers, or auditors where necessary;
subcontracted cleaning staff or operational partners, where required to deliver the service.

We may also disclose data if required by law, court order, or lawful request from public authorities. If data is transferred outside the UK, we will ensure appropriate safeguards are in place so your information remains protected.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods depend on the type of data and the reason for processing.

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterward to handle follow-up queries or disputes.
Financial and tax records: retained for the period required by law, which may be several years.
Communication records: retained as needed for customer service, complaint handling, and business administration.
Consent records: retained as proof of compliance while consent is valid and for a short period thereafter.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. We apply retention controls so that data is not kept indefinitely without a clear purpose.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, confidentiality obligations, secure storage, regular review of processing practices, and limiting access to data on a need-to-know basis.

While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and protect the information entrusted to us.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to exceptions and limitations under applicable law.

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

If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before responding, especially where the request concerns sensitive information.

9. Automated Decision-Making

Cleaners W14 does not rely on solely automated decision-making that produces legal or similarly significant effects about customers. If this changes in the future, we will update this policy and provide the required information.

10. Children’s Data

Our services are intended for adults arranging cleaning for homes or premises. We do not knowingly collect children’s personal data unless it is incidentally provided by an adult customer and is necessary for service delivery, such as access or safety notes. Such information is processed only where appropriate and limited to what is necessary.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The latest version will apply to all relevant customers in the W14 area once published or communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Our Commitment

Cleaners W14 is committed to responsible data protection. We collect only the information needed to provide reliable cleaning services, use it only for valid purposes, store it securely, share it only with trusted processors where necessary, and respect your rights under GDPR. This policy applies to all Cleaners W14 customers in area, and we aim to keep our processing fair, transparent, and proportionate at all times.