Privacy Policy - Cleaners SW4

Effective date: This Privacy Policy applies to all Cleaners SW4 customers in the SW4 area and explains how personal data is collected, used, stored, shared, and protected when we provide cleaning services.

We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes the types of data we collect, the purposes for which we use it, the lawful bases we rely on, how long we keep it, who may process it on our behalf, and the rights available to individuals.

1. Who this policy applies to

This Privacy Policy applies to all customers, prospective customers, household members, and any other individuals whose personal data we process in connection with Cleaners SW4 services in the SW4 area. It also applies where you contact us for a quote, make a booking, receive a service, submit an enquiry, or interact with us in relation to billing, complaints, or service administration.

2. Personal data we collect

We only collect personal data that is relevant and necessary for delivering and managing our services. Depending on your interaction with us, we may collect the following categories of information:

Identity data: name, title, and, where relevant, information identifying a household representative or account holder.
Contact data: address within the SW4 area, email address, phone number, and preferred communication method.
Service data: booking details, property access instructions, cleaning preferences, service frequency, and notes relating to the work requested.
Payment and transaction data: payment status, invoice details, and transaction records. We do not store card details unless a secure payment provider does so on our behalf.
Communication data: enquiries, feedback, complaint records, and correspondence relating to bookings or service delivery.
Technical data: limited information such as device or browser details if collected through standard website or communication tools used for operational security and service administration.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, for example where a medical or access-related note is necessary for safety or service planning. Such information is handled with enhanced care and only where appropriate safeguards are in place.

3. How we use personal data

We use personal data for the following purposes:

to provide quotes and arrange cleaning services;
to manage bookings, access arrangements, and service schedules;
to carry out the requested cleaning services effectively;
to process payments, issue invoices, and maintain accounting records;
to respond to questions, complaints, and service-related requests;
to maintain business records and comply with legal obligations;
to improve service quality, train staff, and manage internal operations;
to prevent fraud, misuse, or unauthorised access to our systems or services.

We will only use personal data for the purposes for which it was collected, unless a compatible lawful reason applies.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Cleaners SW4 relies on the following bases, depending on the activity:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, cleaning services, billing, and customer administration.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, record keeping, internal administration, fraud prevention, and customer support.

Legal obligation

We process certain information where required to comply with legal and regulatory obligations, such as tax, accounting, insurance, and record-keeping requirements.

Consent

Where required by law, or where no other lawful basis applies, we will seek your consent before processing personal data. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors where they process data on our instructions, or as independent controllers where they determine their own purposes.

Examples of processors may include:

payment service providers that securely process transactions;
accounting or invoicing software providers;
customer management or booking system providers;
IT hosting, security, or data storage providers;
professional advisers, such as legal or accounting advisers, where necessary.

We require processors to use appropriate technical and organisational safeguards, keep personal data confidential, and process it only on our instructions. We do not sell personal data.

In limited circumstances, we may also share personal data where required by law, court order, law enforcement request, or to protect the rights, property, or safety of Cleaners SW4, our customers, staff, or the public.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods depend on the type of information and the context in which it was collected.

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards to support administration, disputes, and continuity of service.
Financial and tax records: retained for the period required by applicable law.
Complaints and correspondence: retained for as long as needed to resolve the matter and maintain appropriate records.
Consent-based data: retained until consent is withdrawn or the information is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or destroy it.

7. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved. While no system can be completely secure, we work to ensure that only authorised persons can access information on a need-to-know basis.

8. Your rights

Individuals whose personal data we process have rights under data protection law. Subject to legal conditions and exemptions, these 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 information.
Right to erasure: to ask us to delete personal data in certain circumstances.
Right to restriction: to request that we limit how we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: to request transfer of certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law.

9. Children and vulnerable individuals

Our services are primarily intended for adults. If we process information relating to children or vulnerable individuals, we do so only where necessary for service delivery, safety, or legal compliance, and we apply appropriate safeguards.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. The most recent version will apply to the personal data we process. We encourage you to review this policy periodically to stay informed about how we protect your information.

11. Summary of our commitment

Cleaners SW4 is committed to lawful, fair, and transparent processing of personal data for all customers in the SW4 area. We collect only what we need, use it for clear and legitimate purposes, keep it only as long as necessary, work with trusted processors under strict safeguards, and respect the rights of every individual whose data we handle.