Cleaners Deep Cleaning Privacy Policy
This Privacy Policy explains how Cleaners Deep Cleaning collects, uses, stores and protects personal data relating to our customers and prospective customers in our service area. It also describes your rights under the United Kingdom General Data Protection Regulation and related data protection laws. By using our services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Cleaners Deep Cleaning customers, prospective customers and website users located in our service area who engage with us to request information, obtain quotations, make bookings, receive cleaning services or otherwise interact with us in relation to our deep cleaning services.
Identity of the data controller
Cleaners Deep Cleaning is the data controller responsible for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and ensure that such processing is carried out in accordance with applicable data protection laws.
Personal data we collect
We may collect and process the following categories of personal data when you contact us, request a quotation, make a booking, use our website, or receive our services:
Identification and contact details such as full name, postal address, property access information where relevant, and any alternative contact person details you provide.
Contact preferences and communication history such as your preferred method of contact, records of communications with you, and notes related to your service requests and feedback.
Service and booking information such as dates and times of appointments, type of property, areas to be cleaned, special instructions, before and after photographs where you ask us to document work, and details of any products or equipment requested or supplied.
Billing and payment information such as billing address, payment status, and records of invoices and receipts. We do not retain full payment card details, which are handled by our payment processors.
Technical and usage data such as basic information about how you use our website or online booking tools, including pages visited, time and date of visits, and general device and browser information, collected through standard logging and cookie technologies where applicable.
Voluntary feedback and review content such as comments, testimonials and survey responses you choose to provide to help us improve our services.
How we collect your personal data
We collect personal data directly from you when you contact us by phone, through online forms, via messaging tools, or in person, when you request a quotation or make a booking, and when we provide our cleaning services at your premises.
We may also receive personal data from third parties who assist us with payment processing, online booking, advertising or customer communication platforms, as well as from publicly available sources where permitted by law.
Lawful basis for processing
We process your personal data only where we have a valid lawful basis under the UK GDPR. Depending on the specific processing activity, the lawful basis will be one or more of the following:
Performance of a contract where processing is necessary to provide our deep cleaning services, issue quotations, manage bookings, respond to your enquiries and perform our obligations under our agreement with you.
Compliance with legal obligations where processing is required to meet our tax, accounting, insurance or regulatory obligations, including retaining certain records and cooperating with lawful requests from authorities.
Legitimate interests where processing is necessary for our legitimate business interests in operating and improving our services, managing our relationship with you, maintaining security, preventing fraud, and pursuing or defending legal claims, provided such interests are not overridden by your rights and interests.
Consent where we rely on your explicit consent for specific activities, such as sending certain types of marketing communications or using optional cookies. You may withdraw your consent at any time, without affecting the lawfulness of processing prior to withdrawal.
Purposes for which we use personal data
We use the personal data we collect for the following purposes, based on the lawful bases described above:
To provide and manage our cleaning services including processing enquiries, supplying quotations, scheduling and carrying out deep cleaning, and handling changes or cancellations.
To communicate with you including responding to your questions, sending booking confirmations and reminders, providing service updates, and managing customer support requests.
To manage payments and accounting including issuing invoices, processing payments through third party processors, and maintaining records for accounting and tax purposes.
To improve our services and operations including monitoring service quality, requesting and analysing feedback, training staff, and developing new or enhanced services.
To protect our legitimate business interests including maintaining the security of our systems and staff, preventing misuse of our services, managing disputes, and establishing or defending legal claims.
To send marketing communications where permitted including informing you about relevant offers, service updates and related information, subject to your preferences and applicable consent requirements.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements. We apply the following general retention guidelines:
Service and booking records are typically retained for the duration of our relationship with you and for a period afterwards to enable us to respond to queries, manage any disputes and comply with legal obligations.
Billing and transaction records are retained for the periods required by tax and accounting laws.
Marketing related data is kept until you object to receiving marketing or withdraw your consent, or until it is no longer needed to achieve the relevant purpose.
Technical and usage data is kept for a shorter period necessary to analyse website performance, maintain security and support troubleshooting.
When personal data is no longer required, we will securely delete or anonymise it in line with our data retention procedures.
Sharing personal data and use of processors
We do not sell your personal data. We may share your personal data with trusted third parties to help us deliver our services and operate our business, strictly on the basis of written contracts and data protection obligations. These organisations act as data processors on our behalf, and may include:
IT, hosting and cloud service providers that store data and support our business systems.
Payment processors that handle secure processing of your payments and card transactions.
Customer relationship, scheduling and communication platforms that assist with bookings, reminders and customer service.
Professional advisers such as accountants, auditors, legal advisers and insurance providers, where necessary for legitimate business and legal reasons.
Regulatory authorities, law enforcement or courts where we are legally required to share information or where sharing is necessary to establish, exercise or defend legal claims.
Where any processors are located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws.
Your data protection rights
Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:
Right of access the right to obtain confirmation about whether we process your personal data and to receive a copy of that data, along with information about how it is used.
Right to rectification the right to have inaccurate or incomplete personal data corrected or updated.
Right to erasure the right to request deletion of your personal data where there is no longer a lawful basis for us to keep it, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent.
Right to restriction the right to request that we restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
Right to object the right to object to processing carried out on the basis of our legitimate interests, including profiling based on those interests, and the absolute right to object to direct marketing at any time.
Right to data portability the right to request that we provide certain personal data to you or to another controller in a structured, commonly used and machine readable format, where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent where processing is based on your consent, the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, you can contact us using the contact details provided in our usual customer communications. We may need to verify your identity before responding to your request and we will respond within the time limits set by law.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and processors who need it to perform their duties, using secure systems and processes, and training our staff on data protection responsibilities. While no system can be completely secure, we are committed to maintaining an appropriate level of security for the personal data we process.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will be made available through our usual communication channels and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contact and complaints
If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the details provided in our customer communications. You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed or that your personal data has been processed in a way that does not comply with applicable data protection laws.