Privacy Policy - Cleaners W11

Effective date: This Privacy Policy applies to all Cleaners W11 customers in the W11 area and explains how we collect, use, store, share, and protect personal data in line with the UK GDPR and the Data Protection Act 2018.

We are committed to handling personal information fairly, lawfully, and transparently. This policy applies to every customer who uses Cleaners W11 services in the area, including anyone who enquires about our services, books a cleaning appointment, or communicates with us in connection with a service.

1. Who We Are

Cleaners W11 provides domestic and commercial cleaning services. In the course of delivering these services, we act as a data controller for the personal data we decide to collect and use. This means we determine why and how your information is processed.

We take privacy seriously and aim to keep data processing minimal, relevant, and secure. We only collect information that is necessary for providing our services, managing bookings, maintaining records, and meeting our legal obligations.

2. Data We Collect

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

• Identity data: name, title, and any information needed to identify you as a customer or contact.
• Contact data: address, email address, telephone number, and preferred communication details.
• Service data: booking details, service preferences, access instructions, appointment history, and notes relevant to the cleaning service.
• Payment data: payment confirmation, billing records, and limited transaction information required for accounting and service administration.
• Communication data: messages, complaints, feedback, and records of correspondence with us.
• Technical data: limited information such as device or browser details if you interact with us through digital channels, where applicable.
• Special category data: we do not intentionally collect sensitive personal data unless you choose to provide it and it is necessary for a specific service request, such as access requirements or health-related instructions.

If you provide information about another person, you should make sure you have the right to do so and that they understand how their data may be used.

3. How We Use Your Data

We use personal data to:

• manage enquiries and bookings;
• provide cleaning services efficiently and safely;
• communicate service updates, changes, or issues;
• process payments and maintain financial records;
• respond to complaints, requests, and questions;
• improve our services and customer experience;
• comply with tax, accounting, and legal obligations;
• protect against fraud, misuse, or security incidents.

We do not use your personal data for purposes that are incompatible with the reasons for which it was collected. Where a new purpose is required, we will only proceed if we have a valid lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Cleaners W11 relies on the following bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you, such as arranging and delivering cleaning services, confirming appointments, and managing service-related communications.

Legal Obligation

We may process and retain certain records because the law requires it, including accounting, tax, and business record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include maintaining service records, improving operations, handling customer support, and protecting our business from misuse. We always consider whether our interests are balanced against your privacy rights.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not required for service delivery. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to run our business and provide services. These recipients act either as independent controllers or processors processing data on our behalf.

Processors may include:

• booking and scheduling providers;
• payment processing services;
• accounting and invoicing systems;
• IT, hosting, and data storage providers;
• communication and administrative support tools.

Where we use processors, we ensure there is a written contract in place requiring them to process data only on our instructions, to keep it secure, and to comply with data protection law.

We may also disclose personal data where required by law, court order, or regulatory request, or where disclosure is necessary to protect our legal rights.

We do not sell personal data. We only share information when there is a lawful and operational reason to do so.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer retention period is required by law. Retention periods may vary depending on the type of data and our legal obligations.

Typical retention principles include:

• Booking and service records: retained for a period needed to manage the customer relationship and resolve service queries.
• Payment and accounting records: kept for the period required under tax and accounting laws.
• Communication records: retained while relevant to customer support, dispute resolution, or business administration.
• Marketing-related records: kept only while consent remains valid or until you object, where applicable.

When data is no longer needed, we take reasonable steps to delete, anonymise, or securely destroy it.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data access on a need-to-know basis.

No method of transmission or storage is completely risk-free, but we continually work to maintain a high level of protection and to reduce risks wherever reasonably possible.

8. Your Rights

Under GDPR, you have important rights regarding your personal data. Subject to legal limits, you may have the right to:

• access the personal data we hold about you;
• rectify inaccurate or incomplete data;
• erase your data in certain circumstances;
• restrict processing in certain situations;
• object to processing based on legitimate interests;
• data portability for data you provided to us, where applicable;
• withdraw consent at any time where processing is based on consent.

You also have the right to be informed about how your data is used, and to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

Where we receive a request, we may need to verify your identity before responding, to protect your privacy and prevent unauthorised access.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer as part of a legitimate service arrangement. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date stated at the top of the policy. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Privacy Commitments

Cleaners W11 is committed to processing personal data lawfully, fairly, and transparently. We only collect data needed to provide our cleaning services, we rely on valid lawful bases, we share information only with trusted processors or where required by law, and we keep information only for as long as necessary. Customers in the W11 area can exercise their rights at any time, subject to legal conditions and verification requirements.

Privacy matters to us, and we aim to keep every customer’s data handled with care, respect, and accountability.