Privacy Policy - Cleaners SW19

Effective for all Cleaners SW19 customers in the SW19 area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when we provide cleaning services to customers in the SW19 area. It also explains the rights individuals have under the UK GDPR and the Data Protection Act 2018.

We are committed to handling personal data lawfully, fairly, and transparently. This policy applies to all customers, prospective customers, website enquirers, and any other individuals whose personal data we process in connection with our cleaning services in SW19.

1. Who We Are

Cleaners SW19 provides domestic and commercial cleaning services to customers in the SW19 area. For the purposes of data protection law, we act as a data controller for the personal data we decide to collect and use in order to manage service enquiries, bookings, service delivery, billing, and customer support.

2. Personal Data We Collect

We only collect the data that is necessary to provide and manage our services. Depending on your interaction with us, we may collect the following categories of personal data:

Identity information: name, title, and any relevant company or household name.
Contact details: address within the SW19 area, phone number, and email address.
Service details: cleaning preferences, property access instructions, frequency of service, and notes relevant to the work requested.
Billing information: payment status, invoice details, and records needed for accounting and tax purposes.
Communication records: emails, messages, call notes, complaints, feedback, and service-related correspondence.
Technical data: limited website or device information where you submit an enquiry online, such as IP address and browser data, if applicable.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily, or it is required by law. Special category data includes information about health, religion, political beliefs, trade union membership, or similar sensitive information.

How Data Is Collected

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or amend a service;
communicate with us by phone, email, or message;
provide payment or invoice details;
give feedback, make a complaint, or ask a question.

We may also receive data from third parties where necessary, such as payment providers, booking systems, or referral partners acting on your behalf.

3. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under the UK GDPR. The lawful bases we rely on are:

Contract: to provide cleaning services, manage bookings, deliver services, and handle payments.
Legitimate interests: to manage our business efficiently, improve our services, respond to enquiries, prevent fraud, and maintain service records, provided these interests are not overridden by your rights.
Legal obligation: to comply with tax, accounting, and regulatory requirements.
Consent: where you have given clear consent for a specific purpose, such as optional marketing communications. You may withdraw consent at any time.

Where we rely on legitimate interests, we make sure the impact on your privacy is balanced and proportionate. If you would like more information about our balancing assessment, you may request it where relevant.

4. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to deliver cleaning services at properties in SW19;
to communicate about appointments, changes, or service issues;
to process invoices, payments, and refunds where applicable;
to maintain internal records and service histories;
to respond to questions, complaints, or requests;
to comply with legal, accounting, and insurance obligations;
to improve service quality and operational planning.

We will only use your personal data for the purpose for which it was collected unless we reasonably believe another compatible purpose applies or we are required to do otherwise by law.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These organisations are only allowed to use your data according to our instructions and must keep it secure. Examples may include:

IT and cloud service providers that host secure data storage or business systems;
Payment processors that handle card or online payments;
Booking or scheduling platforms used to organise appointments;
Accountants or bookkeeping providers assisting with financial records;
Professional advisers such as legal or insurance advisers where necessary;
Waste disposal or equipment suppliers only where needed to deliver services efficiently.

We may also disclose data to public authorities, regulators, or law enforcement where required by law.

We do not sell personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place in line with data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and our legal obligations.

Customer service and booking records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and accounting records: retained for the period required by tax and accounting law.
Complaints and communication records: retained long enough to handle disputes, improve services, and meet legal obligations.
Marketing records: retained until you withdraw consent or object to processing.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention decisions are based on necessity, legal requirements, and data minimisation.

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis.

Although no system is entirely risk-free, we regularly review our security practices to help ensure your information remains protected.

8. Your Data Protection Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances:

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 circumstances.
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 information in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent.

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

9. Children’s Data

Our services are not aimed at children, and we do not intentionally collect personal data from children as part of our usual business activities. If we become aware that such data has been collected unintentionally, we will take appropriate steps to remove it where legally permitted.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers in the SW19 area to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

At Cleaners SW19, we aim to process personal data responsibly and transparently. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and protect it with appropriate safeguards. This policy applies to all Cleaners SW19 customers in the area and is intended to support trust, accountability, and compliance with GDPR requirements.