Privacy Policy - Cleaners SW3

This Privacy Policy explains how Cleaners SW3 collects, uses, stores, shares, and protects personal data belonging to all Cleaners SW3 customers in the area. It is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our cleaning services, making an enquiry, or otherwise engaging with Cleaners SW3, you acknowledge that your personal data may be processed in accordance with this policy.

We are committed to handling personal information lawfully, fairly, and transparently. We only collect data that is relevant to providing and managing our services, and we apply appropriate technical and organisational measures to keep it secure. This policy applies to data collected from customers, prospective customers, service recipients, and other individuals whose data we process in the course of our business.

1. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any identifiers you provide when making a booking or enquiry.
Contact data: address, telephone number, email address, and preferred communication details.
Service data: details about the cleaning service requested, property access arrangements, scheduling preferences, and special instructions.
Payment data: limited billing and transaction information necessary to process payments, invoices, refunds, and account records.
Communication data: records of messages, complaints, feedback, or other correspondence with us.
Technical data: basic information collected through our systems, such as device information or logs where relevant for security and operational purposes.
Usage and preference data: your service preferences, booking history, and details that help us tailor our services appropriately.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If you do share such information, we will only process it where a lawful basis applies and additional safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

to provide cleaning services and manage appointments;
to confirm bookings, changes, cancellations, and service details;
to process payments and maintain accounting records;
to respond to enquiries, complaints, and customer support requests;
to improve our operations, service quality, and customer experience;
to maintain safety, security, and quality control;
to comply with legal, tax, insurance, and regulatory obligations;
to exercise or defend legal claims where necessary.

We only process personal data for specified, explicit, and legitimate purposes. We will not use your information in a way that is incompatible with those purposes.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstances, Cleaners SW3 relies on the following lawful 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 managing bookings, delivering cleaning services, and handling payment-related administration.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, fraud prevention, internal administration, record keeping, and business security.

Legal Obligation

We may process data where required to comply with a legal obligation, such as tax law, accounting rules, insurance requirements, or lawful requests from public authorities.

Consent

In limited situations, we may rely on consent, for example where we need permission to use optional information or to send certain marketing communications. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties that help us run our business. These organisations act as processors when they process data on our behalf and under our instructions. They are required to protect your data and use it only for agreed purposes.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payment transactions;
Booking and scheduling providers that support appointment management;
IT and cloud service providers that host systems, files, or communication tools;
Accounting and invoicing providers that support financial administration;
Professional advisers such as accountants, auditors, insurers, or legal advisers where necessary.

We may also disclose personal data where required by law, regulation, court order, or other lawful authority. If a business transfer, restructuring, or similar event occurs, personal data may be transferred as part of that process, subject to applicable data protection safeguards.

We do not sell your personal data. Any third party that processes data for us must follow appropriate confidentiality and security obligations.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of data and the reason for processing.

In general:

booking and service records are kept for a period that allows us to manage the service relationship and resolve issues;
financial and tax records are retained for the period required by applicable law;
complaints, correspondence, and dispute records may be retained while the matter is active and for a reasonable period afterward;
where data is no longer needed, it will be securely deleted, anonymised, or destroyed.

When determining retention, we consider legal requirements, the nature of the information, the potential risk of harm, and the need to maintain evidence of business activities. Once data is no longer required, we take steps to remove it safely.

6. Data Security

We take reasonable and appropriate measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality duties, and regular review of data handling practices.

Although we work to protect your information, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will assess the situation and take action in line with our legal obligations, including notification where required.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may not always apply in every case, but we will assess each request carefully.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restrict processing: you may ask us to limit how we use your data in certain situations.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to object: you may 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 lodge a complaint with the UK data protection regulator if you believe your rights have been infringed. Before doing so, we encourage you to raise any concerns directly so we can try to resolve them appropriately.

8. Children’s Data

Our services are intended for adults arranging cleaning services for homes or premises. We do not knowingly collect personal data from children for marketing or service administration purposes. If we become aware that data relating to a child has been collected without an appropriate lawful basis, we will take steps to address it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Scope of This Policy

This policy applies to all Cleaners SW3 customers in area, as well as individuals who enquire about or receive our services. By continuing to use our services, you acknowledge that your personal data may be processed as described above and in accordance with applicable privacy laws.

Cleaners SW3 is committed to respecting your privacy, using information responsibly, and maintaining the trust placed in us by our customers.