Privacy Policy - Cleaners SW10

This Privacy Policy explains how Cleaners SW10 collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners SW10 customers in the SW10 area, including residential and commercial clients, and covers information processed before, during, and after a service relationship. We are committed to handling personal data in a lawful, fair, and transparent way, in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone who uses or enquires about our services in SW10. It also applies where a customer is a tenant, landlord, property manager, business owner, or an authorised representative acting on behalf of a customer. If you provide information about another person, you should ensure you have permission to do so.

2. Personal data we collect

We only collect information that is necessary for service delivery, administration, safety, and legal compliance. The type of data collected may include:

Identity details such as your name and, where relevant, business name.
Contact details such as phone number and email address.
Service details such as property address, access instructions, preferred appointment times, and cleaning requirements.
Billing and payment records such as invoicing information, payment status, and transaction references.
Communication records including messages, service notes, complaints, and feedback.
Technical information when you interact with digital systems, such as IP-related logs or device details used for security and troubleshooting.
Special instructions that may relate to health, allergies, fragile items, or security arrangements, where necessary for service performance.

We do not intentionally collect more information than needed. We also aim to minimise the amount of personal data processed wherever possible.

3. How we collect personal data

Personal data may be collected directly from you when you request a quote, book a cleaning service, communicate with us, make a payment, or provide feedback. We may also receive information from a landlord, agent, workplace manager, or another person authorised to arrange services on your behalf. In some cases, information may be created internally during job scheduling, service completion, quality checks, or billing administration.

4. Why we use your data

Service delivery and administration

We use personal data to arrange appointments, carry out cleaning services, manage access to premises, and maintain records of work completed. This includes identifying the correct property and making sure services are delivered efficiently and safely.

Customer communication

We use contact information to confirm bookings, provide updates, respond to enquiries, and resolve issues. We may also contact you about changes to schedules, service outcomes, or important administrative matters.

Billing, accounting, and records

We process payment and invoicing information to handle charges, record transactions, and maintain financial records. This helps us keep accurate accounts and meet legal obligations.

Quality, security, and improvement

We may review service notes and communication history to improve service quality, train staff, manage customer relationships, and address disputes or complaints. We may also use limited data for fraud prevention, property security, or incident management.

5. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstance, we rely on the following bases:

Performance of a contract — to provide the cleaning service you requested, manage bookings, and complete related administration.
Legitimate interests — to improve services, manage business operations, prevent misuse, maintain security, and respond to enquiries or complaints, where these interests are not overridden by your rights.
Legal obligation — to keep certain financial, tax, accounting, or regulatory records as required by law.
Consent — where we rely on your clear permission, for example for optional communications or processing certain sensitive information in limited cases.

Where consent is used, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

6. Sharing personal data and processors

We may share personal data with trusted third parties that help us operate our services. These organisations act as processors or independent controllers depending on the service they provide. Processors may include:

Payment service providers for handling card or electronic payments.
Accounting or bookkeeping providers for financial administration.
Scheduling, messaging, or customer management systems used for bookings and communication.
IT, hosting, and security providers that support our systems and data storage.
Professional advisers such as accountants or legal advisers where necessary.

We require processors to protect personal data and to use it only according to our instructions and applicable law. We do not sell your personal data.

We may also disclose data if required by law, to protect our rights, to prevent fraud, or to respond to lawful requests from public authorities.

7. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, including legal, accounting, and dispute-resolution requirements. Retention periods depend on the type of data and the reason for processing. As a general approach:

Customer and service records are kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Communication records may be retained while needed to manage enquiries, complaints, or operational history.
Information no longer needed is securely deleted or anonymised.

Where data is retained for legal or legitimate business reasons, access is restricted and protected by appropriate safeguards.

8. International transfers

If any processor or service provider stores or accesses data outside the UK, we take steps to ensure appropriate safeguards are in place. These may include recognised transfer mechanisms and contractual protections designed to keep your data secure and compliant with applicable law.

9. Your rights

You have a number of rights under data protection law. Subject to legal conditions, 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 circumstances.
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 where applicable.
Right to data portability — to receive certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent — where processing relies on consent.

You also have the right to raise a concern with the UK Information Commissioner's Office if you believe your data protection rights have been infringed.

10. Security of your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and procedural safeguards. Although no system can be guaranteed perfectly secure, we work to reduce risks and respond promptly to suspected incidents.

11. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a property booking or service arrangement and necessary for safeguarding or service delivery. If we become aware that we have collected data incorrectly, we will take appropriate steps to address it.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the time it is published or otherwise communicated. We encourage customers in SW10 to review this policy periodically so they remain informed about how their information is handled.

13. Summary of our commitments

In short, Cleaners SW10 collects only the personal data needed to deliver and manage cleaning services, uses it on a lawful basis, shares it only with trusted processors where necessary, retains it for no longer than required, and respects your rights under data protection law. We are committed to processing personal data in a way that is transparent, secure, and responsible for every customer in the SW10 area.