Privacy Policy - Cleaners Se1

This Privacy Policy explains how Cleaners Se1 collects, uses, stores, and protects personal data when providing domestic and commercial cleaning services. It applies to all Cleaners Se1 customers in the SE1 area, including prospective customers, current customers, former customers, and individuals who interact with us in connection with our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, making an enquiry, or otherwise engaging with Cleaners Se1, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Data We Collect

We collect only the information necessary to provide and manage our cleaning services effectively. Depending on how you interact with us, we may collect the following categories of data:

Identity data: your name, title, and any relevant account or booking reference.
Contact data: your address within SE1, email address, telephone number, and preferred contact method.
Service data: details about the cleaning services requested, property access instructions, service preferences, special requirements, and appointment history.
Payment data: information required to process payments, such as billing details and transaction records. We do not store full card details unless expressly required and securely handled by a payment processor.
Communication data: records of emails, messages, call notes, complaints, feedback, and any correspondence relating to service delivery.
Technical data: limited information such as device type, IP address, and browsing activity if you interact with our digital systems or forms.
Special category data: we do not usually request or process sensitive personal data. However, if you volunteer information that may be sensitive, for example access needs or health-related instructions relevant to service delivery, we will only process it where necessary and with appropriate safeguards.

We normally collect personal data directly from you when you submit an enquiry, request a quote, book a service, or communicate with us. In some cases, we may receive your details from a landlord, letting agent, property manager, or another person who arranges services on your behalf.

2. How We Use Your Data

We use personal data to provide, manage, and improve our cleaning services. Our use of your data may include:

responding to enquiries and providing quotes;
arranging and delivering cleaning services;
managing bookings, cancellations, and rescheduling;
processing payments and maintaining accounting records;
communicating with you about service updates, appointment changes, or issues;
handling complaints, disputes, and customer support requests;
maintaining internal records and service quality;
meeting legal, tax, insurance, and regulatory obligations;
protecting against fraud, misuse, or security incidents.

We only use personal data for the purposes described above or for a compatible purpose that you would reasonably expect. We do not sell your personal data.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Cleaners Se1 relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, processing payments, and managing service communications.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, preventing fraud, and keeping appropriate internal records. When relying on legitimate interests, we consider the impact on your privacy and apply safeguards where needed.

Legal Obligation

We may process personal data to comply with legal obligations, such as accounting, tax, record-keeping, insurance, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive certain types of marketing communication. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as when urgent action is required in an emergency.

4. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

Customer and booking records: retained for the duration of the customer relationship and for a reasonable period afterwards to handle queries, claims, and service history.
Financial and tax records: retained for the period required by law.
Complaints and correspondence: retained for as long as needed to resolve issues and maintain business records.
Marketing preferences: retained until you unsubscribe or object to receiving such communications.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. We do not keep data indefinitely unless there is a lawful reason to do so.

5. Sharing Data and Processors

We may share personal data with trusted third parties who assist us in operating our business. These parties act as data processors or, in some cases, independent controllers depending on the service provided. We only share data when necessary and require appropriate contractual protections.

Examples of processors and recipients may include:

Payment processors that handle secure card or online payments;
Scheduling and booking tools used to manage appointments and service records;
IT and cloud service providers that host data, email systems, or secure storage;
Accounting and bookkeeping providers that support financial administration;
Customer communication providers that help deliver messages or notifications;
Professional advisers such as insurers, lawyers, or accountants where necessary;
Public authorities where disclosure is required by law or necessary to respond to lawful requests.

All processors are required to process personal data only on our instructions, to keep it confidential, and to implement appropriate technical and organisational security measures. Where data is transferred outside the UK, we ensure suitable safeguards are in place in line with applicable data protection law.

6. Data Security

We take appropriate steps to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. Although no system can be completely secure, we strive to maintain robust safeguards proportionate to the nature of the data we process.

7. Your Rights

You have a number of rights under data protection law in relation to 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 information.
Right to erasure: to request deletion of your data in certain situations.
Right to restriction: to ask us to limit the processing of your data in specific cases.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or to direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before acting on your request. Some rights may not apply in all circumstances, for example where we must retain data to comply with legal obligations.

8. Marketing Communication

We may send limited service-related communications where necessary for the performance of our services. If we send optional marketing messages, we will do so only where permitted by law and, where required, with your consent. You may opt out of marketing at any time by following the instructions included in the communication or by informing us through the appropriate channel. Service messages that are essential to bookings or customer care are not marketing communications.

9. 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 service arrangements and provided by an adult responsible for the property or booking. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the SE1 area to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Cleaners Se1 is committed to processing personal data responsibly, transparently, and lawfully. We only collect data that is relevant to delivering cleaning services, we use it on a valid legal basis, we keep it only as long as necessary, and we share it only with trusted processors or where the law requires. We respect your rights and aim to handle all personal information with care and integrity.

This Privacy Policy applies to all Cleaners Se1 customers in the SE1 area.