Privacy Policy - Cleaners SE1

Cleaners SE1 is committed to protecting the privacy and personal data of every customer in the SE1 area. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information when we provide cleaning services. It also explains your rights under the UK GDPR and the Data Protection Act 2018.

This policy applies to all Cleaners SE1 customers in the area, including current, former, and prospective customers whose personal data we process in connection with our services. By using our services, making an enquiry, or entering into an agreement with us, you acknowledge the practices described below.

1. Who We Are

For the purposes of data protection law, Cleaners SE1 acts as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how personal data is processed, within the limits of the law.

We take our responsibilities seriously and aim to process personal data in a way that is lawful, fair, transparent, and secure. We only collect what we need and keep it only for as long as necessary.

2. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and which services you request. This may include:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Address details including service locations and billing addresses.
Service information such as appointment preferences, cleaning instructions, and property access notes.
Payment-related information such as transaction status or partial payment references, where relevant.
Communication records including messages, complaints, feedback, and service requests.
Technical data such as basic website or device interaction details if you contact us online.

We do not knowingly collect more data than is necessary for service delivery, customer management, and compliance purposes. We also avoid collecting special category data unless it is genuinely required and we have a lawful reason to do so.

Information You Provide Directly

Most of the data we hold comes directly from you when you request a quote, make a booking, ask a question, or provide service instructions. This may be given verbally, in writing, or through an online form. We may also receive information from third parties acting on your behalf, such as a property manager or family member, where appropriate and permitted.

3. How We Use Your Data

We use personal data for legitimate service and business purposes, including:

responding to enquiries and providing quotations;
arranging and delivering cleaning services;
managing customer accounts and service records;
handling payments, invoices, and administrative tasks;
communicating schedule changes or service updates;
dealing with complaints, disputes, or quality concerns;
meeting legal, tax, and regulatory obligations;
protecting our business, staff, customers, and property;
improving service quality and customer experience.

We only use your data where it is relevant and appropriate to the purpose. Where possible, we use the minimum amount of information needed to complete each task.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every use of personal data. Depending on the circumstances, Cleaners SE1 relies on one or more of the following lawful bases:

Performance of a Contract

We process personal data when it is necessary to provide cleaning services, manage bookings, issue invoices, or take steps at your request before entering into a service agreement.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, record-keeping, preventing fraud, and improving service operations. When we rely on this basis, we make sure the processing is proportionate and relevant.

Legal Obligation

We may process and retain certain information to comply with applicable laws, including accounting, taxation, insurance, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where the law requires it for certain optional communications. If we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to operate our services and business.

These third parties may act as processors or independent controllers, depending on the service they provide. Processors may include:

payment service providers;
booking or scheduling software providers;
secure data storage or cloud hosting providers;
accounting or invoicing service providers;
IT support and security service providers;
communication tools used for customer updates;
professional advisers such as accountants or legal advisers.

Where a third party acts as a processor, they may only process personal data on our instructions and must protect it appropriately. We require suitable contractual safeguards to help ensure that data is handled securely and only for permitted purposes.

We may also disclose personal data if required by law, to protect our rights, to prevent fraud or abuse, or in connection with a business reorganisation, where permitted by law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer period is required or permitted by law. Retention periods can vary depending on the type of data and the reason for processing.

In general:

customer service records are kept for the duration of the service relationship and for a reasonable period afterwards;
billing and tax-related records are retained for the period required by law;
complaints and correspondence may be kept for a period needed to resolve issues and maintain accurate records;
inactive or unnecessary data is deleted, anonymised, or securely archived when no longer needed.

We periodically review the personal data we hold to ensure it remains relevant. When data is no longer needed, we take steps to delete it securely or make it anonymous so it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff training, and data minimisation practices.

While no system can be completely secure, we work hard to reduce risks and maintain a strong standard of protection. If a personal data breach occurs and it is likely to present a risk to your rights and freedoms, we will handle it in line with applicable legal requirements.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. 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 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, where applicable;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise concerns with the UK Information Commissioner’s Office if you believe your rights have been infringed.

Some rights may not apply in every case, as exemptions or legal requirements can limit what we are able to do. If you exercise any of these rights, we may need to verify your identity before responding.

9. International Transfers

If any service provider stores or processes data outside the UK, we will take reasonable steps to ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations or approved contractual protections, where required by law.

10. Children’s Data

Our services are intended for adult customers. We do not knowingly seek to collect personal data from children except where it is necessary in connection with a service request made by an adult customer and only where lawful. If we become aware that we have collected data inappropriately, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. When we do, the revised version will apply from the date it is published or communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Cleaners SE1 respects your privacy and processes personal data only where there is a clear legal basis to do so. We collect limited information, use it responsibly, share it only with trusted processors where necessary, and retain it only for as long as needed.

By using Cleaners SE1 services in the area, you agree that your personal data will be handled in accordance with this Privacy Policy and applicable data protection law.