Privacy Policy - Cleaners Clapham

This Privacy Policy explains how Cleaners Clapham collects, uses, stores, shares, and protects personal data relating to customers and prospective customers in the Clapham area. It applies to all Cleaners Clapham customers in area, including individuals who request cleaning services, receive quotations, make bookings, or communicate with us in connection with domestic or commercial cleaning services. We are committed to handling personal data fairly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all Cleaners Clapham customers in area, as well as any person acting on behalf of a customer, such as a tenant, landlord, letting agent, property manager, or authorised representative. It also applies to anyone whose personal data is provided to us in the course of arranging or delivering cleaning services. By using our services or sharing your personal data with us, you acknowledge that this policy explains how we process your information.

2. Personal data we collect

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

Identity details such as your name and, where relevant, company name or property reference.
Contact details such as address, email address, and telephone number.
Service information including booking details, property access requirements, cleaning preferences, instructions, and service history.
Payment and billing information such as invoice records, payment status, and transaction references.
Communication records including enquiries, complaints, feedback, and notes from correspondence.
Technical and usage information if you interact with our digital systems, such as device identifiers or basic usage logs.

We do not intentionally collect special category data, such as information relating to health, religion, ethnicity, political opinions, or biometric data, unless it is strictly necessary and you have explicitly provided it for a legitimate reason, for example access needs or safety instructions.

3. How we use your data

We use personal data only for lawful and clearly defined purposes. These include:

managing enquiries and providing quotations;
processing bookings and delivering cleaning services;
organising access to premises and scheduling appointments;
handling payments, invoicing, and account administration;
responding to customer feedback, complaints, or disputes;
maintaining service records and quality control;
meeting legal, tax, accounting, and regulatory obligations;
protecting our business, customers, and staff from fraud or misuse;
improving our services, operations, and customer experience.

We will only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and such use is permitted by law.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis for each use of personal data. Cleaners Clapham relies on the following lawful bases where appropriate:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing service requests, carrying out cleaning appointments, invoicing, and communicating about your booking.

Legal obligation

We may process personal data where required to comply with legal obligations, such as maintaining accounting records, meeting tax requirements, or responding to lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service management, fraud prevention, internal administration, and improving our services. We always consider whether the processing is proportionate and respectful of your privacy.

Consent

In limited circumstances, we may rely on your consent, particularly where the law requires it. If we do so, you have the right to withdraw consent at any time. Withdrawal will not affect processing already carried out lawfully before consent was withdrawn.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the reason for processing. In general:

customer and booking records are retained for as long as needed to manage the service relationship and resolve queries;
billing and transaction records are usually retained for the period required by tax and accounting rules;
complaints and correspondence may be kept for a reasonable period after the matter is resolved;
information no longer needed is securely deleted, anonymised, or archived in accordance with our retention practices.

When deciding how long to keep data, we consider the volume, nature, and sensitivity of the information, the risk of harm from unauthorised use or disclosure, and the purposes for which we process it.

6. Data sharing and processors

We may share personal data with trusted third parties where necessary to provide our services and operate our business. These third parties act either as processors or, in some cases, independent controllers. Processors only act on our instructions and must protect your data appropriately.

Examples of processors and service providers may include:

IT and hosting providers that store or support our systems;
payment processors that handle transactions securely;
accounting and bookkeeping providers that support financial administration;
customer communication tools used to manage bookings or messages;
professional advisers such as legal or financial consultants where required;
cleaning staff or operational contractors who need access to limited information to deliver services.

Where personal data is shared, we ensure appropriate contractual safeguards are in place and that the recipient only processes data for authorised purposes. We do not sell your personal data.

7. International transfers

If any processor or service provider stores or accesses data outside the UK, we ensure that suitable safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections recognised by law. We take reasonable steps to make sure your personal data remains protected at an appropriate standard.

8. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, password protection, secure systems, and staff awareness practices. While no method of transmission or storage is completely secure, we strive to maintain a level of protection appropriate to the risks involved.

9. Your rights under GDPR

As a data subject, you have rights regarding your personal data. These rights may be subject to legal limitations and exceptions, but we will always aim to respond appropriately and transparently. Your rights include:

Right of access – you can request confirmation of whether we process your data and ask for a copy.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in certain circumstances, you can request deletion of your data.
Right to restriction – you can ask us to limit processing in specific situations.
Right to data portability – where applicable, you may request data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the legal time limits unless an extension is permitted under GDPR due to the complexity or number of requests.

10. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in connection with a service arrangement. If we become aware that we have collected child-related data without a lawful basis, we will take appropriate steps to delete or protect it.

11. 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 time it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Additional notice

Important: This policy is intended to provide a clear and fair explanation of our data practices for Cleaners Clapham customers in area. By continuing to use our services, you acknowledge that you have read and understood this Privacy Policy. We are committed to processing data in a lawful, fair, and transparent manner, and to respecting your privacy at every stage of our relationship.