Privacy Policy - Cleaners Clapham

Last updated: September 2026

This Privacy Policy explains how Cleaners Clapham collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Clapham customers in the Clapham area, including residential and commercial clients, prospective customers, and people who communicate with us about our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Who We Are

For the purposes of data protection law, Cleaners Clapham acts as the data controller for the personal information collected in connection with our cleaning services. This means we decide how and why your personal data is used. In some cases, third-party service providers may process data on our behalf as data processors.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The categories of information we may collect include:

Identity information such as your name and title.
Contact details such as your address, email address, and phone number.
Service information such as booking details, property access instructions, cleaning preferences, service history, and invoices.
Payment-related information such as payment confirmation or billing records. We do not intentionally store full card details where payment is handled by a secure third-party provider.
Communication records such as messages, complaints, feedback, and notes relating to service delivery.
Technical information if you interact with our digital systems, such as basic device or usage data, where applicable.

We may also collect limited information from third parties where necessary, such as building managers, landlords, letting agents, or payment providers, but only where appropriate and lawful.

3. How We Use Your Data

We use personal data to provide and improve our cleaning services, manage bookings, communicate with customers, and comply with legal requirements. Typical uses include:

confirming and managing appointments;
delivering cleaning services at the correct location;
responding to questions, complaints, and support requests;
issuing invoices and keeping accounting records;
monitoring service quality and resolving disputes;
meeting legal, tax, insurance, and regulatory obligations;
protecting against fraud, misuse, or security incidents.

We do not sell your personal data. We only use it in ways that are necessary, proportionate, and consistent with our stated purposes.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, processing payments, and handling customer service related to those services.

Legal obligation

We may process personal data to comply with legal obligations, including tax rules, record-keeping requirements, and obligations related to accounting or insurance.

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 managing our operations, improving services, preventing fraud, and maintaining secure records.

Consent

In limited situations, we may rely on your consent, for example where it is required for certain marketing activities or optional communications. Where consent is used, you may withdraw it at any time.

Special category data is not routinely collected. If you choose to share information that may reveal health conditions, accessibility needs, or other sensitive details to help us deliver a service safely and appropriately, we will only process it where there is a valid lawful basis and, where needed, additional safeguards.

5. How Long We Keep Your Data

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 record and the legal or contractual context.

Customer and booking records: kept for the duration of the service relationship and for a reasonable period afterwards to manage queries or disputes.
Invoices and accounting records: kept for the period required under tax and financial record-keeping laws.
Complaints and correspondence: retained long enough to resolve the matter and demonstrate proper handling.
Consent-based marketing data: kept until you withdraw consent or it is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary for our business operations, legal compliance, or service delivery. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors may include:

booking and scheduling systems;
payment service providers;
cloud storage and IT support providers;
accounting and invoicing systems;
customer communication platforms;
professional advisers such as lawyers, accountants, or insurers where necessary.

All processors are required to protect personal data, use it only under our instructions, and implement appropriate security measures. Where data is transferred outside the UK, we ensure suitable safeguards are in place in line with applicable data protection law.

7. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to legal limitations, these include the right to:

be informed about how your data is used;
access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we process your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability where the law allows;
withdraw consent at any time where processing is based on consent.

If you wish to exercise any of these rights, we will respond within the timeframes required by law. In some cases, we may need to verify your identity before acting on your request. You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

8. Security of Your Information

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

However, no system can be guaranteed to be completely secure. While we strive to protect your data, you should also take care when sharing information with us and keep your own devices and accounts secure.

9. Marketing Communications

Where permitted by law, we may send limited service-related updates or, with your consent, marketing communications about our offers or services. You may opt out of marketing at any time. Even if you opt out, we may still contact you for essential service, billing, or legal reasons.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided by an adult customer for service-related reasons. If we become aware that we have collected data from a child without proper authority, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is used.

12. Summary of Our Commitment

Cleaners Clapham only collects personal data that is relevant to providing cleaning services in the Clapham area. We process it on a lawful basis, keep it only as long as necessary, share it carefully with trusted processors, and respect your rights under GDPR. Our approach is designed to be transparent, proportionate, and secure, so customers can feel confident that their information is handled responsibly.