Privacy Policy - Cleaners Collierswood

This Privacy Policy explains how Cleaners Collierswood collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Colliers Wood area. It applies to all Cleaners Collierswood customers in the area, including prospective customers, current customers, former customers, and individuals who enquire about our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaners Collierswood provides domestic and commercial cleaning services. In the course of delivering those services, we may collect and process personal information about customers, property occupants, and other relevant individuals where necessary. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Information We Collect

We collect only the data necessary to provide our services, manage bookings, communicate effectively, and comply with legal obligations. The types of information we may collect include:

Identity details such as name and title.
Contact information such as telephone number and email address.
Address details for service delivery and billing purposes.
Booking and service details including the type of cleaning requested, frequency, access instructions, and preferred appointment times.
Payment-related information such as billing records and transaction references. We do not store full card details unless this is necessary and permitted through our payment processing arrangements.
Communication records including correspondence related to enquiries, complaints, feedback, and service updates.
Service history including previous appointments, notes about special requests, and relevant customer preferences.
Technical information where applicable, such as limited website or email interaction data used for system security and performance.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for the service, such as details about allergies or access needs. Where such information is shared, we will only process it when lawful and appropriate safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange and manage cleaning appointments.
To deliver cleaning services safely and effectively.
To process payments, invoices, and refunds where relevant.
To maintain internal records and manage our customer relationship.
To handle complaints, service issues, and customer support requests.
To meet legal, accounting, and tax obligations.
To improve our services and ensure quality control.
To protect our business, staff, and customers from fraud or misuse.

We always aim to limit use of personal data to what is necessary and proportionate for the relevant purpose.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Cleaners Collierswood relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, issuing invoices, and handling service-related communications.

Legitimate Interests

We may process 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 management, fraud prevention, record keeping, and business improvement.

Legal Obligation

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

Consent

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

5. Sharing Your Data and Processors

We do not sell personal data. However, we may share it with trusted third parties where necessary to provide our services or comply with legal requirements. These third parties may act as data processors or independent controllers depending on the circumstances.

Processors are service providers that process personal data on our behalf and only according to our instructions. Examples may include:

IT and cloud storage providers.
Payment processing providers.
Scheduling, booking, or customer management systems.
Accounting and invoicing platforms.
Email or communication service providers.

We require processors to handle data securely and in line with data protection law. They are not permitted to use your personal data for their own purposes unless they are acting as independent controllers and have a separate lawful basis.

We may also disclose information where necessary to:

Comply with legal requests or court orders.
Protect our rights, property, or safety.
Prevent or detect unlawful activity.
Support insurance claims or dispute resolution.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the nature of our relationship with you.

In general:

Customer and service records are kept for the duration of the business relationship and for a reasonable period afterwards.
Financial and invoicing records are retained for the period required by tax and accounting laws.
Communication records are kept as long as needed to manage enquiries, disputes, and service history.
Data that is no longer required is securely deleted or anonymised.

We review retention regularly to ensure that personal data is not kept longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limited staff access on a need-to-know basis. While we work hard to protect your data, no system can be guaranteed completely secure.

8. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights may apply depending on the circumstances and legal basis for processing:

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 situations.
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 information in a usable electronic format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve the issue promptly.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a household service and provided by an adult customer. If we learn that we have collected data from a child without appropriate justification, we will take steps to delete it.

10. International Transfers

Where any service provider processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, to keep your information protected in line with UK GDPR requirements.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or services. Any revised version will apply from the date it is published. We recommend reviewing this policy periodically to stay informed about how we protect your data.

12. Summary of Our Commitment

Cleaners Collierswood is committed to processing personal data lawfully, transparently, and securely. We collect only the information needed to provide reliable cleaning services, use it for legitimate business purposes, share it only where necessary with trusted processors or legal authorities, and retain it only for as long as required. Our approach is designed to respect your privacy and uphold your rights under data protection law.

By using Cleaners Collierswood services in the area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.