Privacy Policy - Cleaners SW2

Last updated: This Privacy Policy explains how Cleaners SW2 handles personal data for all customers in the SW2 area. It applies to every individual who uses, books, enquires about, or receives services from Cleaners SW2 within this area.

We are committed to protecting your privacy and handling your personal information in a lawful, fair, and transparent way. This policy sets out what data we collect, why we collect it, the legal bases we rely on, how long we keep it, who may process it on our behalf, and the rights you have under data protection law.

1. Who this policy applies to

This policy applies to all Cleaners SW2 customers in the area, including prospective customers, current customers, former customers, household contacts, and any person whose details are provided to us in connection with our cleaning services. It also applies to people who communicate with us about bookings, billing, service issues, or feedback.

We will only use personal data where we have a valid reason to do so and where we can explain that use clearly. We aim to keep our data practices simple, secure, and proportionate.

2. What personal data we collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

Identity data: name, title, and any relevant household or business contact name.
Contact data: address within the SW2 area, email address, telephone number, and preferred contact method.
Service data: booking details, cleaning preferences, instructions, access arrangements, service history, and notes relating to completed work.
Billing data: payment status, invoices, transaction references, and records needed for accounting purposes.
Communication data: emails, messages, call notes, complaints, compliments, and service reviews.
Technical data: limited information such as device or browser data if you contact us online, where applicable.

We do not deliberately collect special category data unless you choose to provide it for a specific reason. Special category data may include information about health, religion, ethnicity, or other sensitive matters. If you share such information with us, we will only use it where there is a lawful basis and where it is necessary to do so.

We ask that you do not provide unnecessary sensitive information. If it is required for safety, access, or service delivery, we will handle it carefully and restrict access to relevant personnel only.

3. How we use your data

We use personal data for the following purposes:

to provide cleaning services and manage bookings;
to communicate with you before, during, and after service delivery;
to process payments, produce invoices, and keep accounting records;
to maintain service quality and handle complaints or queries;
to manage access arrangements and service instructions;
to comply with legal, tax, and regulatory obligations;
to protect our business, customers, and staff from fraud, misuse, or security risks.

We only use data in ways that are relevant to our cleaning services. We will not sell your personal information or use it for unrelated purposes without lawful justification.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis before processing your personal data. We rely on the following bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes taking bookings, confirming appointments, carrying out cleaning services, and handling billing.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. This includes managing customer relationships, improving our services, keeping internal records, and protecting against fraud or misuse.

Legal obligation

We may process personal data to comply with legal duties, such as tax, accounting, insurance, or record-keeping obligations.

Consent

In limited cases, we may rely on consent, for example where you ask us to use a particular communication method or share optional information. Where consent is used, you can withdraw it at any time.

Important: If we need to process sensitive personal information, we will identify a valid condition under data protection law and apply additional safeguards where appropriate.

5. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods depend on the type of data and the reason for holding it. In general:

Customer and booking records are kept for the duration of the service relationship and for a reasonable period afterwards.
Invoices and payment records are kept for the period required by accounting and tax law.
Correspondence and complaint records are retained long enough to resolve issues and support service quality.
Access notes and service instructions are kept only while relevant to active or recent services.

When personal data is no longer needed, we will delete it, anonymise it, or securely archive it where appropriate. We review retention regularly to make sure data is not kept longer than necessary.

6. Processors and third parties

We may share personal data with trusted processors who act on our instructions and help us deliver services. These may include:

payment processors;
accounting or bookkeeping providers;
booking or customer administration tools;
IT support and secure data storage providers;
email or messaging services used for operational communication.

We require processors to protect personal data, use it only for the agreed purpose, and apply appropriate security measures. We do not allow them to use your data for their own unrelated purposes.

We may also disclose personal data if required by law, court order, or a lawful request from public authorities. In addition, we may share information where necessary to establish, exercise, or defend legal claims.

7. Data security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, password protection, and careful handling of records.

While no system can be guaranteed completely secure, we aim to use measures that are appropriate to the nature of the data and the risks involved. We also expect anyone who handles data on our behalf to follow similar standards.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in some situations.
Right to object: you can object to processing based on legitimate interests.
Right to data portability: you can ask for certain data to be provided in a usable format, where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exemptions or conditions under applicable law. We will explain any limitations where relevant.

If you wish to exercise a right, we may need to confirm your identity before responding. This is to help protect your information and ensure requests are handled securely.

9. Children’s data

Our services are intended for household and business customers rather than children. We do not knowingly collect personal data directly from children. If a child’s information is incidentally included in service instructions or household details, we will process it only where necessary and with appropriate care.

10. International transfers

If any processor stores or accesses data outside the UK, we will take steps to ensure that appropriate safeguards are in place. These may include approved contractual protections or other lawful transfer mechanisms.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or data handling practices. Any revised version will continue to apply to all Cleaners SW2 customers in the area. We encourage you to review the policy periodically so you remain informed about how we use your data.

12. Further information

If you have concerns about how your data is handled, you have the right to raise them with the appropriate data protection authority. You may also contact us through the usual service channels to ask questions about this policy or how your data is used.

In summary: Cleaners SW2 uses personal data only where it is needed to provide cleaning services, manage customer relationships, comply with the law, and protect legitimate business interests. We keep data for no longer than necessary, use trusted processors under strict controls, and respect your rights under GDPR.