Privacy Policy - Cleaners Deepcleaning

This Privacy Policy explains how Cleaners Deepcleaning collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Deepcleaning customers in area. 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, and, where applicable, the EU GDPR.

1. Who This Policy Applies To

This policy applies to current and prospective customers, household members, property occupants, business clients, and any individual whose personal data we process when providing cleaning services. It also applies to people who communicate with us about bookings, quotations, service changes, complaints, or account matters.

By using our services or providing personal information to us, you acknowledge that your data may be processed as described in this Policy.

2. Personal Data We Collect

We only collect personal data that is necessary for our services, legal obligations, and business operations. The type of data we collect may include:

Identity information such as your name, title, and any business name provided.
Contact details such as phone number, email address, billing address, and service address.
Service and booking details including appointment preferences, property access instructions, cleaning requirements, service history, and notes relevant to service delivery.
Payment information such as transaction records, invoice details, and payment confirmation. We do not intentionally store full card details unless handled by a secure payment provider.
Communication records including messages, complaints, feedback, and call notes.
Technical data if you use digital services, such as IP address, device information, browser type, and usage logs.
Special category data only where necessary and where you have voluntarily provided it, for example information about access needs or health-related instructions relevant to safe service delivery.

We do not collect more data than we need, and we take steps to ensure it is relevant and proportionate to the purpose for which it is processed.

3. How We Use Personal Data

Cleaners Deepcleaning uses personal data for the following purposes:

To provide quotes, manage bookings, and deliver cleaning services.
To communicate with customers about appointments, service changes, and service completion.
To process invoices, payments, refunds, and accounting records.
To respond to enquiries, complaints, and service-related requests.
To manage customer relationships and maintain service records.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security threats.
To improve service quality, training, and internal operations.

We do not sell personal data. We do not use personal data in ways that are incompatible with the original purpose unless we have a lawful basis to do so.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under GDPR. Depending on the activity, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, handling service changes, and taking payment for services.

Legal Obligation

We may process personal data where necessary to comply with legal duties, including tax law, accounting rules, business record requirements, and lawful requests from public authorities.

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. Examples include maintaining service records, improving service quality, preventing fraud, securing our operations, and handling internal administration.

Consent

Where required, we rely on your consent, particularly for optional communications or the processing of certain sensitive information you choose to provide. You may withdraw consent at any time, but this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are used only in rare situations where necessary to protect someone’s life or where required for a public interest task.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, legal compliance, or secure business operations. Such third parties act as processors or independent controllers depending on the context.

Processors may include:

Payment service providers that securely process transactions.
Accounting and invoicing providers used to manage records and financial administration.
IT hosting, cloud storage, and software providers that support our systems.
Communication service providers that enable email, messaging, and booking management.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

When we use processors, we ensure they are bound by appropriate data processing terms, confidentiality duties, and security obligations. They may only use personal data on our instructions and for the specific purposes we authorize.

We may also disclose data if required by law, court order, regulatory request, or to protect the rights, safety, or property of Cleaners Deepcleaning, our staff, customers, or others.

6. International Transfers

Some service providers may store or access data outside the UK or the European Economic Area. Where this happens, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your data.

7. Data Retention

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

Customer and booking records are typically retained for the duration of the customer relationship and for a reasonable period afterwards for administrative and dispute-handling purposes.
Financial and tax records are retained for the period required by law, including accounting and tax obligations.
Communication records may be retained for as long as needed to resolve queries, service issues, or complaints.
Security and access-related records are retained only for the time necessary to protect premises, staff, and services.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. We review retention regularly to ensure data is not kept longer than necessary.

8. Security of Personal Data

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

Although no system can be guaranteed completely secure, we take data protection seriously and continuously review our safeguards.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limits, these include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in certain circumstances, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can 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 is based on consent, you may withdraw it at any time.
Right to complain – you can raise concerns with the relevant supervisory authority if you believe your rights have been violated.

We may need to verify your identity before responding to a rights request. We will respond within the timeframe required by data protection law, unless an extension is permitted.

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 in connection with household services and only where necessary for service delivery or safety. If we learn that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

Cleaners Deepcleaning is committed to processing personal data fairly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and respect the rights of every customer. This Privacy Policy applies to all Cleaners Deepcleaning customers in area.