Privacy Policy - Cleaners SW5

This Privacy Policy explains how Cleaners SW5 collects, uses, stores, shares, and protects personal data in connection with cleaning services provided to customers in the SW5 area. It applies to all Cleaners SW5 customers in the area, including individual households, landlords, tenants, offices, and other clients who use our services within our service coverage. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

By using our services, making an enquiry, or otherwise interacting with Cleaners SW5, you acknowledge that your personal data may be processed as described in this policy. We take privacy seriously and aim to collect only the information we need for legitimate business purposes, while respecting your rights and keeping your data secure.

1. Information We Collect

We may collect and process several categories of personal data depending on how you use our services. The type of information we collect is kept relevant and limited to what is necessary for service delivery, administration, and legal compliance.

Information you provide directly

Identity details: your name and, where relevant, the name of your business or property management company.
Contact details: telephone number, email address, and service address within the SW5 area.
Service details: information about the type of cleaning requested, preferred times, access instructions, and property-specific notes.
Billing and payment information: invoice details, payment status, and transaction records. We do not store more payment information than is necessary for processing and record-keeping.
Communication records: emails, messages, call notes, complaint details, feedback, and other correspondence.

Information collected automatically

Technical data: device type, browser type, and basic usage information when you interact with our digital systems.
Operational data: appointment history, service completion records, and scheduling information.
Security data: limited records that help us prevent fraud, misuse, or unauthorised access.

We do not intentionally collect special category data unless it is strictly necessary and we have a lawful basis to do so. If you choose to share sensitive information with us, we will process it only where permitted by law and only for the relevant purpose.

2. How We Use Your Data

We process personal data for specific and legitimate purposes connected with providing cleaning services. These purposes include:

Managing enquiries and booking requests.
Delivering cleaning services at the requested location.
Scheduling, rescheduling, and confirming appointments.
Processing payments, issuing invoices, and maintaining financial records.
Communicating service updates, access arrangements, or changes to appointments.
Handling complaints, feedback, and service quality concerns.
Maintaining internal records and improving operational efficiency.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting our business, staff, and customers from fraud, misuse, or security risks.

We will only use your data for purposes compatible with the reasons it was originally collected. If we need to use it for a new purpose, we will ensure that a valid lawful basis applies.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Cleaners SW5 relies on the following bases where appropriate:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes booking services, delivering cleaning work, arranging access, and invoicing.

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. Examples include improving service delivery, responding to enquiries, preventing fraud, and keeping operational records. When using legitimate interests, we consider whether the processing is necessary and balanced.

Legal obligation

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

Consent

In some limited situations, we may rely on your consent, for example for specific optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

In exceptional cases, we may also process data to protect vital interests or for the establishment, exercise, or defence of legal claims where relevant and lawful.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, depending on the situation. We ensure that any processor we use provides appropriate safeguards and processes personal data only on our instructions.

Examples of processors and service providers

IT and cloud service providers: for secure storage, scheduling tools, and business administration.
Payment processors: to handle card or electronic payments securely.
Accounting and bookkeeping providers: to support invoicing, tax records, and financial administration.
Communication platforms: to send service-related messages and confirmations.
Professional advisers: such as insurers, legal advisers, or auditors where necessary for compliance and risk management.

We may also disclose data where required by law, court order, or regulatory authority, or where disclosure is necessary to protect our rights, our staff, our customers, or the public.

Where data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or contractual protections, to keep your information secure and protected to the required standard.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as we are legally required to retain it. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records: kept for the duration needed to manage the customer relationship and resolve any service issues.
Financial and tax records: retained for the period required by applicable accounting and tax laws.
Complaint and correspondence records: kept for a reasonable period to protect both parties and address any follow-up issues.
Security and operational logs: retained only as long as necessary for safeguarding, troubleshooting, and fraud prevention.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

6. Your Rights

As a data subject, you have important rights regarding your personal information. These rights may be subject to legal limitations and exemptions, but we will always assess and respond appropriately.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restriction: you can ask us to limit processing in specific situations.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent: if processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

7. Data Security

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

While no system can be guaranteed completely secure, we continuously review our procedures to reduce risks and improve data protection standards. Staff and contractors who handle personal data are expected to follow confidentiality and security requirements at all times.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in relation to a household service request made by an adult customer. If we become aware that we have collected personal data from a child without a valid reason, we will take steps to remove it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or operational needs. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the SW5 area to review this policy periodically to stay informed about how we protect personal data.

Cleaners SW5 is committed to processing personal data responsibly, lawfully, and with respect for privacy. We aim to provide a clear and transparent service experience while safeguarding the information entrusted to us by all customers in the area.