Privacy Policy - Cleaners Sw18

This Privacy Policy explains how Cleaners Sw18 collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Sw18 customers in area, including people who request quotes, book services, receive services, or communicate with us in connection with our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to individuals whose personal data we process when providing domestic or commercial cleaning services, managing bookings, handling enquiries, processing payments, and maintaining business records. By using our services or providing information to us, you acknowledge that your personal data will be processed according to this policy.

2. Information we collect

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

Identity data, such as your name, title, and any relevant household or business contact details.
Contact data, such as address, email address, and telephone number.
Service data, such as booking details, service preferences, property access notes, cleaning instructions, and records of services provided.
Payment data, such as payment status, billing records, and transaction references. We do not necessarily store full card details if payments are handled through secure payment providers.
Communication data, including messages, complaints, feedback, and records of correspondence.
Technical data, where relevant, such as basic device or browsing information if you interact with us online.
Special category data only where strictly necessary and with an appropriate lawful basis, for example if you voluntarily provide information about allergies or health-related cleaning requirements.

We aim to collect only the data we need for specific, legitimate purposes. We do not intentionally collect more information than is necessary.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings, deliver cleaning services, and handle access arrangements.
To process payments and maintain accounting records.
To communicate about appointments, service updates, complaints, and service issues.
To maintain internal records, improve service quality, and monitor performance.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, customers, and staff from fraud, misuse, or security risks.

We will only use your personal data where we have a valid reason to do so, and we will not use it for unrelated purposes without informing you where required.

4. Lawful basis for processing

We process personal data under one or more lawful bases set out in the UK GDPR:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering cleaning services, processing payments, and managing service-related communication.

Legal obligation

We may process data to comply with legal obligations, including tax, accounting, record-keeping, safeguarding, and other statutory duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service improvement, record management, fraud prevention, and handling complaints.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive specific marketing communications. Where consent is used, you may withdraw it at any time.

Vital interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency.

5. Sharing your data with processors

We may share personal data with trusted third parties who act as processors or service providers on our behalf. These processors only handle data according to our instructions and are required to keep it secure and confidential.

Payment processors that securely handle transaction processing.
IT and hosting providers that support secure data storage, email, and system maintenance.
Booking or scheduling tools used to manage appointments and service records.
Accounting and bookkeeping providers that support financial administration.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose data where required by law, by a court order, or to protect our rights, employees, customers, or property. We do not sell your personal data.

6. 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, tax, insurance, and contractual requirements. Retention periods depend on the type of data and the reason it was collected.

Service and booking records are generally kept for a reasonable period after the end of the service relationship to support continuity, dispute handling, and business administration.
Financial and tax records are retained in line with statutory requirements.
Communication records may be kept for as long as needed to manage queries, complaints, or legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep data longer than necessary.

7. Data security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limiting access to those who need the information for legitimate business purposes. While we take reasonable steps to protect data, no system can be guaranteed to be completely secure.

8. Your rights under data protection law

You have the following rights in relation to your personal data, subject to certain legal limits and exemptions:

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 ask us to delete your data in certain circumstances.
Right to restriction – to request that we limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding.

9. Marketing communications

We may send service-related messages that are necessary for managing your booking or account. We will only send marketing communications where permitted by law and, where required, with your consent. You can opt out of marketing at any time, and we will respect your preferences.

10. International transfers

If any service provider stores or processes data outside the UK, we will take steps to ensure appropriate safeguards are in place so that your personal data remains protected in accordance with applicable data protection laws.

11. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household service request and provided by an adult customer.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. The latest version will apply to your use of our services from the date it becomes effective.

13. Summary of our approach

Cleaners Sw18 is committed to processing personal data responsibly, using it only when lawful, keeping it secure, and respecting your rights. We process customer data to deliver cleaning services efficiently, comply with legal duties, and maintain accurate business records. We keep personal data only for as long as needed and use trusted processors under contract to help us operate securely and lawfully.