Privacy Policy - Cleaners Wandsworth

This Privacy Policy explains how Cleaners Wandsworth collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Wandsworth customers in the area, including individuals and businesses that request or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Cleaners Wandsworth is the data controller of the personal data described in this Privacy Policy. This means we decide how and why personal information is processed in connection with our cleaning services, bookings, customer support, invoicing, and related business operations.

We take privacy seriously and aim to collect only the information that is necessary to deliver our services effectively, manage our business responsibly, and meet legal obligations.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity details such as name, title, and business name where relevant.
Contact details such as email address, phone number, and service address.
Service information such as booking preferences, cleaning instructions, access requirements, and service history.
Payment-related information such as billing details and transaction records, though we do not usually store full card details if payments are handled by a third-party payment provider.
Communication records including emails, messages, complaints, feedback, and notes from customer support interactions.
Technical information where applicable, such as limited website or device usage data collected through standard security and performance tools.
Legal and contractual information such as quotations, invoices, service agreements, and records needed for accounting or compliance.

We do not intentionally collect special category data unless it is necessary and lawfully permitted, for example where a customer voluntarily provides information relevant to access arrangements or safety at a property. In such cases, we will only process the minimum necessary information.

3. How we use personal data

We use personal data for the following purposes:

To provide cleaning services and manage bookings.
To confirm appointments, respond to requests, and communicate service updates.
To prepare quotes, send invoices, and process payments.
To keep service records and maintain customer accounts.
To deal with complaints, queries, and after-service support.
To improve our services, internal processes, and customer experience.
To comply with legal, tax, and accounting obligations.
To protect our business, staff, customers, and property against fraud, misuse, or security risks.

We will only use personal data for the purposes described in this policy or for compatible purposes that would reasonably be expected in the context of our relationship with you.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Cleaners Wandsworth relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, issuing invoices, and handling customer requests linked to our service agreement.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include business administration, service quality monitoring, record keeping, and preventing fraud or misuse.

Legal obligation

We process personal data when required to meet legal obligations, such as accounting, tax, insurance, or record-retention requirements.

Consent

In some cases, we may rely on your consent, for example for certain types of optional communication or where consent is the most appropriate lawful basis for specific processing. Where we rely on consent, you may withdraw it at any time.

5. Sharing personal data and processors

We do not sell personal data. We may share personal data only when necessary and appropriate for service delivery, business operations, legal compliance, or protection of our rights.

We may share data with processors and other third parties who help us run our business. These may include:

Payment processors who handle secure payment transactions.
Accounting and bookkeeping providers who support financial administration and tax compliance.
IT and software providers who store data securely, manage scheduling, or support communication systems.
Customer service tools used for managing enquiries and service records.
Professional advisers such as lawyers, insurers, or auditors where necessary.
Public authorities where disclosure is required by law or for legitimate legal purposes.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We take reasonable steps to ensure any third party handling personal data has appropriate security and confidentiality measures in place.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Retention periods may vary depending on the type of information and the reason it was collected. For example:

Customer service and booking records may be kept for the duration of the relationship and for a reasonable period afterwards.
Invoices, payment records, and tax-related information may be retained for the period required by law.
Complaint records and communications may be retained for as long as needed to resolve the issue and defend against potential claims.

When personal data is no longer needed, we will securely delete it, anonymise it, or otherwise dispose of it in a safe manner.

7. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful use, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, and limiting access to personal data to authorised personnel only.

Although we work to protect your information, no system can be guaranteed completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will respond in line with applicable legal requirements.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. 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 data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restrict processing – to request limited use of your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request that certain data be provided to you or another controller in a structured format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

Some rights are subject to legal conditions and may not always apply. We will assess each request carefully and respond in accordance with applicable law. You also have the right to raise concerns with the UK Information Commissioner's Office if you believe your data protection rights have been breached.

9. Children’s data

Our services are intended for adults, and we do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have collected such data without appropriate legal basis, we will take steps to delete it as soon as reasonably practicable.

10. International transfers

If any of our processors or service providers store or access personal data outside the United Kingdom, we will take appropriate safeguards to protect that information and ensure it remains protected to an adequate standard under applicable law.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

12. Summary of commitments

In summary, Cleaners Wandsworth only processes personal data where it has a valid legal reason to do so, keeps it only as long as necessary, and uses trusted processors under appropriate safeguards. We aim to be transparent, respectful, and compliant in every aspect of data handling. This policy applies to all Cleaners Wandsworth customers in the area and is designed to ensure personal information is managed responsibly and lawfully.

Cleaners Wandsworth is committed to privacy by design, minimal data collection, secure processing, and respect for customer rights.