Privacy Policy - Cleaners W1

Cleaners W1 is committed to protecting the privacy and personal data of all customers in the W1 area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our cleaning services. It applies to all Cleaners W1 customers in area, including individuals and households who request one-off, regular, domestic, or specialist cleaning services.

This policy is written to comply with the UK GDPR and the Data Protection Act 2018. It sets out the categories of information we may collect, the lawful bases we rely on, how long we keep data, which types of third parties may process data on our behalf, and the rights available to you under data protection law.

1. Information We Collect

We only collect personal data that is necessary for providing and managing our services. Depending on how you interact with us, we may collect the following categories of information:

Identity information such as your name and title.
Contact information such as your phone number, email address, and service address.
Booking details such as preferred cleaning date, service type, access instructions, and special requirements.
Payment information such as billing records, transaction references, and limited payment details processed through secure payment systems.
Communication records including messages, complaints, feedback, and service-related correspondence.
Service history such as past bookings, frequency of visits, and notes needed to deliver the service safely and effectively.
Technical data if you use any digital enquiry form, including IP address, browser type, and basic usage information.

We do not seek to collect special category data unless you choose to provide it and it is necessary for a specific service request. If you share information about health conditions, access needs, allergies, or safeguarding concerns, we will handle it carefully and only use it where appropriate to provide a safe and suitable service.

2. How We Use Your Data

We use personal data for clear and limited purposes, including:

to respond to enquiries and provide quotations;
to arrange, deliver, and manage cleaning appointments;
to process payments and maintain financial records;
to communicate with you about changes, reminders, or service updates;
to address complaints, disputes, or insurance-related issues;
to improve the quality, safety, and efficiency of our services;
to comply with legal, tax, accounting, and regulatory obligations.

Cleaners W1 will never sell your personal data. We only use it in ways that are necessary, fair, and proportionate to the service you have requested.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing your personal data. The bases we rely on may include the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes handling bookings, arranging cleaning services, processing payments, and managing customer accounts.

Legal Obligation

We may process and retain certain records where this is required by law, such as tax records, accounting information, or records needed to comply with regulatory duties.

Legitimate Interests

We may process data for our legitimate business interests, provided these do not override your rights and freedoms. This can include managing customer relationships, improving our services, preventing fraud, and maintaining service quality. We always consider whether the processing is necessary and whether your privacy interests require extra protection.

Consent

In limited situations, we may rely on your consent, for example if you voluntarily provide optional information or choose to receive certain communications not necessary for service delivery. Where consent is used, you can withdraw it at any time.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as sharing essential information in an emergency involving safety or wellbeing.

Note: where we process special category data, we will do so only when permitted by GDPR and supported by an additional lawful condition.

4. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that help us deliver our services. These parties act as processors or, in some cases, independent controllers. Any processor used by us is required to protect data and follow written instructions.

Examples of processors or service providers may include:

Payment processors who handle secure card or online payment transactions;
Booking and scheduling providers that manage appointments and service logs;
IT and cloud storage providers that store data securely and support our systems;
Communication providers used for emails, texts, and customer notifications;
Accountants or payroll providers where needed for legal or financial compliance;
Insurance providers or claim handlers in the event of a dispute or incident;
Professional advisers such as legal or compliance advisers.

We may also disclose information to public authorities, law enforcement, or regulators where required by law or where necessary to protect rights, property, or safety.

5. International Transfers

Where a processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place. This may include adequacy regulations, standard contractual clauses, or other recognised transfer mechanisms required by data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and then we delete or anonymise it securely. Retention periods depend on the type of data and the reason it is held.

Customer and booking records are usually retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be kept for longer where needed to resolve disputes or demonstrate compliance.
Technical logs are kept only as long as necessary for security and operational purposes.

When data is no longer needed, we take appropriate steps to securely erase or anonymise it.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances of the 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 information.
Right to erasure - to request deletion of your data in certain cases.
Right to restriction - to ask us to limit how we use your data in specific situations.
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.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK data protection authority if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can address them promptly.

8. Data Security

We use appropriate technical and organisational measures to protect your data from unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our procedures. While no system can be guaranteed completely secure, we take data protection seriously and continuously work to reduce risks.

9. Children’s Data

Our services are intended for adult customers and household service arrangements. We do not knowingly collect personal data from children except where it is incidental to the service and provided by an adult customer. If we become aware that we have collected children’s data without proper justification, we will take steps to delete it where appropriate.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is issued. We recommend reviewing this policy periodically so you remain informed about how your information is used.

11. Summary of Key Principles

Cleaners W1 collects only the data needed to provide reliable cleaning services, uses it on lawful grounds, keeps it only for as long as necessary, and shares it only with trusted processors or where legally required. We are committed to respecting your rights, protecting your personal information, and maintaining the trust of all customers in the W1 area.