Privacy Policy - Cleaners SW12

Last updated: This Privacy Policy explains how Cleaners SW12 collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the SW12 area. This policy applies to all Cleaners SW12 customers in the area.

We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Who We Are

Cleaners SW12 provides domestic and commercial cleaning services to customers in the SW12 area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed.

We take privacy seriously and aim to collect only the information needed to arrange, deliver, and improve our services, as well as to meet legal and administrative obligations.

2. Data We Collect

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

Identity data such as your name and title.
Contact data such as your address, phone number, and email address.
Service data such as booking details, service preferences, cleaning instructions, access notes, and scheduling information.
Payment data such as payment status, transaction references, and billing information. We do not store full card details where payment is handled securely by a third-party payment provider.
Communication data such as messages, complaints, feedback, or service requests.
Technical data where relevant, such as limited device or usage information if you interact with us through digital channels.

We generally do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, for example if you share access or health-related information that affects service delivery. Where such data is provided, we handle it with additional care and only for the specific purpose for which it was shared.

3. How We Use Your Data

We use personal data for the following purposes:

To register and manage your cleaning booking.
To provide the cleaning services you request.
To communicate about schedules, changes, or service updates.
To handle payments, invoicing, and accounting.
To respond to questions, complaints, or feedback.
To maintain records for operational, tax, and legal purposes.
To improve the quality, safety, and efficiency of our services.
To prevent fraud, misuse, or unlawful activity.

We only use personal data for compatible and clearly defined purposes. We do not sell your personal information.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Cleaners SW12 relies on the following lawful bases:

Contract

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

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 maintaining service records, improving customer service, managing business operations, and preventing misuse.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including accounting, taxation, insurance, and record-keeping requirements.

Consent

In some situations, we may rely on your consent, for example if you choose to receive optional marketing messages or provide additional information that is not necessary for the service. Where consent is used, you can withdraw it at any time.

Important: If we ask for consent, we will make that clear and will not use your data for that purpose unless you agree.

5. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that help us deliver our services. These may include:

Payment processors that securely handle card or online payments.
Scheduling or administration providers that help manage bookings and service records.
IT and cloud service providers that host or support our systems and communications.
Accounting or bookkeeping providers that assist with financial record-keeping.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

These third parties act as processors when they process data on our behalf, or as independent controllers where they determine their own purposes. We require processors to handle personal data securely, to use it only for agreed purposes, and to comply with applicable data protection law.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, customers, staff, or the public.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal, accounting, or operational requirements. Retention periods may vary depending on the type of data and the reason for holding it.

Customer and booking records are generally kept for the duration of the service relationship and for a reasonable period afterwards to manage follow-up issues, disputes, and administration.
Financial and invoice records are retained for the period required by tax and accounting laws.
Correspondence and complaint records may be kept long enough to resolve queries and demonstrate proper handling of service matters.
Marketing preferences are retained until you update or withdraw your choice.

When data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal information indefinitely.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers.

While no system can be guaranteed to be completely secure, we work to reduce risks and to respond promptly if we become aware of a data incident affecting personal information.

8. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We only transfer data where it is necessary and where adequate protection can be maintained.

9. Your Rights

You have important rights over your personal data. Depending on the circumstances, these may include:

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

These rights are not absolute and may be subject to legal exceptions or limitations. We will assess each request individually and respond in accordance with applicable law.

10. Children’s Data

Our services are intended for adult customers and property occupants through those customers. We do not knowingly collect personal data from children for marketing or service purposes. If we learn that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. When we do, we will review the policy carefully to ensure it remains accurate and transparent. The most current version will apply to all Cleaners SW12 customers in the area.

Please review this policy regularly so that you remain informed about how your personal data is handled.

12. Summary of Key Points

We collect only the personal data needed to provide and manage our cleaning services.
We process data under lawful bases including contract, legitimate interests, legal obligation, and consent where appropriate.
We share data only with trusted processors and other parties where necessary.
We retain data only for as long as needed for service, legal, or accounting purposes.
You have rights to access, correct, delete, restrict, object, and port your data, subject to legal limits.

By using Cleaners SW12 services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law. We are committed to respecting your privacy and handling your information responsibly.