Privacy Policy - Cleaners SW17

This Privacy Policy explains how Cleaners SW17 collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the SW17 area. It applies to all Cleaners SW17 customers in the area, including individuals and businesses that use our domestic, end of tenancy, office, or specialist cleaning services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect information that is relevant and necessary for delivering our services, managing bookings, responding to enquiries, processing payments, maintaining records, and meeting legal obligations. This policy is intended to make clear what data we use, why we use it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Data We Collect

We may collect and process the following categories of personal data when you use our services:

Identity details such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details including booking information, property type, service preferences, access instructions, and cleaning requirements.
Payment information such as invoice records and payment status. We do not store more payment information than is necessary for administration and accounting purposes.
Communication records including messages, notes from customer service interactions, and feedback.
Technical data such as basic website or device information if you contact us online, where this is needed to maintain secure systems.
Special instructions that you choose to provide, for example details about access, timing, pets, or preferred products.

We generally collect data directly from you when you submit a booking, make an enquiry, confirm a service, or communicate with us. In some cases, we may receive your details from another person arranging the service on your behalf, such as a landlord, tenant, agent, or business representative.

2. How We Use Your Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings.
To confirm appointments, amend schedules, and handle customer requests.
To process payments, issue invoices, and maintain business records.
To communicate with you about service-related matters.
To deal with complaints, disputes, or service issues.
To improve service quality and customer experience.
To comply with accounting, tax, insurance, and other legal obligations.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We will only use your information in ways that are compatible with the purpose for which it was collected. If we ever need to use personal data for a new purpose that is not compatible with the original purpose, we will explain the legal basis before doing so where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the activity, Cleaners SW17 may rely on one or more of the following lawful bases:

Contract

We process personal data when 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, arranging access, delivering cleaning services, and managing payment arrangements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms. Examples include managing customer records, responding to enquiries, improving services, preventing misuse, and maintaining business security.

Legal Obligation

We process certain information to meet legal requirements, such as tax, accounting, and record-keeping duties, or to respond to lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information that is not strictly required for the service. If consent is used, you may withdraw it at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

We do not sell personal data. We only process data to support our business operations and service delivery.

4. Data Retention

We keep personal data only for as long as necessary for the purposes outlined in this policy, and no longer than required by law. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records are typically retained for a reasonable period after the service is completed so we can handle follow-up questions, disputes, and administrative matters.
Invoice and accounting records are retained for the period required by tax and financial regulations.
Communication records are kept for as long as needed to manage the customer relationship and resolve issues.
Complaints or incident records may be retained longer where necessary for legal defence, insurance, or regulatory purposes.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

5. Processors and Data Sharing

We may share personal data with trusted third parties, but only when necessary and always under appropriate safeguards. These third parties act as processors or independent data controllers depending on the service they provide.

Examples of processors may include:

IT and software providers that support secure data storage, scheduling, or communication systems.
Accounting and invoicing providers that help us manage records and financial administration.
Payment service providers that process transactions securely.
Customer service tools used to organise enquiries and service requests.
Professional advisers such as insurers, auditors, or legal advisers where required.

We require processors to handle personal data only on our instructions, to keep it secure, and to comply with data protection law. Where data is shared with independent controllers, such as HMRC or law enforcement, they will process the data in accordance with their own legal responsibilities.

We do not transfer your personal data internationally unless there is a lawful and appropriate safeguard in place, such as an adequacy decision or contractual protection that meets UK GDPR requirements.

6. Your Rights

As a data subject, you have rights regarding the personal information we hold about you. These rights are not absolute and may depend on the legal basis for processing and the specific circumstances.

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 data.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you may ask us to limit the way we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests.
Right to data portability – you may request a machine-readable copy of certain data where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you believe your data has been handled incorrectly, you also have the right to raise a concern with the UK Information Commissioner’s Office (ICO). We encourage you to contact us first so that we can try to resolve the matter promptly.

7. Data Security

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

Although we work hard to protect personal data, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information that is necessary for booking and service delivery.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is issued. We recommend reviewing this policy periodically to stay informed about how we protect your data.

9. Summary of Our Commitment

Cleaners SW17 is committed to treating customer information with care, confidentiality, and respect. We only collect what we need, use it for clear and lawful purposes, keep it for no longer than necessary, and share it only with trusted processors or where legally required. Our approach is designed to ensure privacy protection for every customer in the SW17 area.