Privacy Policy - Cleaners Chiswick

This Privacy Policy explains how Cleaners Chiswick collects, uses, stores, shares, and protects personal data in connection with our cleaning services. It applies to all Cleaners Chiswick customers in the area, including prospective customers, current customers, and anyone who communicates with us about our services. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services or providing your personal data to us, you acknowledge that you have read and understood this policy. We may update this policy from time to time to reflect changes in law, operational needs, or the way we provide our services. The latest version will always apply to the processing of personal data we carry out.

1. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our cleaning services. Depending on the nature of your interaction with us, we may collect the following categories of information:

Identity details, such as your name and title.
Contact details, such as address, telephone number, and email address.
Service details, including service preferences, property access instructions, cleaning instructions, and appointment history.
Billing and payment information, such as payment status, invoices, and transaction records.
Communication records, including emails, messages, feedback, complaints, and notes relating to service delivery.
Technical information where applicable, such as basic website or device information if you contact us online.

We do not intentionally collect special category data unless it is necessary and you choose to provide it to us. If you share sensitive information with us, we will treat it with appropriate care and only use it where lawful to do so.

2. How We Use Personal Data

Cleaners Chiswick uses personal data for the following purposes:

To register and manage your customer account or service request.
To arrange, deliver, and improve our cleaning services.
To communicate about bookings, scheduling, changes, cancellations, and service updates.
To process payments, issue invoices, and keep financial records.
To respond to enquiries, complaints, and customer support requests.
To maintain internal records and meet legal, tax, accounting, and insurance obligations.
To monitor service quality, training, and operational performance.
To prevent fraud, misuse, or security incidents.

We only use personal data for the purposes described in this policy or for closely related purposes that would reasonably be expected. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each activity involving personal data. The lawful bases we rely on are set out below:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, managing appointments, and handling payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service management, customer communications, record-keeping, quality assurance, and protecting our business from misuse or fraud.

Legal Obligation

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

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily choose to receive certain types of communications or provide information that is not required for the service. Where we rely on consent, you may withdraw it at any time.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for the provision of our services, the operation of our business, or where required by law. These third parties act as processors or independent controllers, depending on the context. We ensure appropriate agreements and safeguards are in place before sharing data.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payments.
Accounting and invoicing providers that support financial administration.
IT, hosting, and storage providers that support secure data storage and communications.
Customer management tools used to organise bookings and service records.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose data to law enforcement, regulators, courts, or public authorities if required to do so by law or to protect our legal rights, property, or safety. Where possible and appropriate, we will only share the minimum amount of data needed for the relevant purpose.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, and operational requirements. Retention periods vary depending on the type of information and the reason for processing.

In general:

Customer service records are retained for the duration of the relationship and for a reasonable period afterwards.
Payment and invoice records are retained for the period required by law and accounting practice.
Complaint and communication records are retained for as long as necessary to resolve issues and defend legal claims.
Where data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

If we determine that data is no longer required, we will ensure it is disposed of securely. Retention may be extended if needed to establish, exercise, or defend legal claims.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data sharing.

While we take reasonable steps to safeguard personal data, no system can be guaranteed to be completely secure. In the unlikely event of a personal data breach, we will assess the situation promptly and take action in line with our legal obligations.

7. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but we will always consider your request carefully.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may ask us to delete your data in certain circumstances.
Right to restriction – you may request that we limit how we use your data.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

You also have the right to raise a concern with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so that we can try to resolve any issue directly and efficiently.

8. Children’s Data

Our services are directed at adults and households, and we do not knowingly collect personal data from children unless it is incidentally provided by a customer in connection with service delivery. Where we become aware that child-related data has been collected unnecessarily, we will take appropriate steps to delete or limit it.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include using countries with an adequate level of protection or implementing standard contractual protections and other lawful transfer mechanisms.

10. Updates to This Privacy Policy

We may amend this Privacy Policy from time to time to reflect operational changes, legal developments, or improvements in our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to remain informed about how we process personal data.

11. Summary of Key Principles

To help clarify our approach, the following principles guide our handling of personal data:

We collect only the data needed to deliver and manage our services.
We use data only for specified, lawful, and relevant purposes.
We keep data no longer than necessary.
We protect data with suitable security measures.
We respect the rights of all customers and individuals whose data we process.

Cleaners Chiswick is committed to treating personal information responsibly and transparently. If you are a customer in the area, this policy applies to you and explains the standards we follow when handling your personal data.